HomeMy WebLinkAboutPR 23136: CONTRACT WITH LONG ARCHITECTURE FOR RENOVATIONS AT THE OPERATIONS CENTER City of
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INTEROFFICE MEMORANDUM
Date: May 1,2023
To: The Honorable Mayor and City Council
Through: Ronald Burton,CPM,City Manager
From: Flozelle C.Roberts,EIT,MEng,MBA,Public Works Direct r
RE: P.R.No. 23136:Authorizing the City Manager to enter into a contract with Long
Architecture of Beaumont,Texas,for Renovations at the Operations Center
Introduction:
The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to enter into
a contract with with Long Architecture of Beaumont,Texas, in the amount of$49,500.00.
Background:
The Public Works Operations Center,located at 201 West H.O.Mills Boulevard,requires numerous repairs
throughout the structure including, but not limited to, plumbing updates, replacement of rotten wood
fixtures,and restroom updates.
Budget Impact:
Funds are available in the Operations Center Building Repair Account,Account No. BU0001-DES,307-
21-049-8512-00-10-000.
Recommendation:
It is recommended that the City of Port Arthur's City Council approve PR number 23136, authorizing the
City Manager to enter into a contract with Long Architecture of Beaumont, Texas, for Renovations at the
Operations Center in the amount of$49,500.00.
"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
S:\Engineering\PUBLIC WORKS\PW-RESOLUTIONS\PR 23136\Agenda Memo PR 23136.docx
P.R.23136
05/01//2023 FCR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A CONTRACT WITH LONG ARCHITECTURE OF
BEAUMONT, TEXAS, FOR THE OPERATIONS CENTER
RENOVATIONS IN THE AMOUNT OF $49,500.00. FUNDING IS
AVAILABLE IN THE PUBLIC WORKS OPERATIONS CENTER
BUILDING REPAIR ACCOUNT,ACCOUNT NUMBER BU0001-DES,
307-21-049-8512-00-10-000.
WHEREAS,the Public Works Department's Operations Center requires updates throughout
the facility; and,
WHEREAS, Long Architecture of Beaumont, Texas,has submitted a proposal to provide
architectural and design services for updates to the City's facilities as delineated in Exhibit A;and,
WHEREAS,Long Architecture of Beaumont,Texas,has been selected as the professional of
choice because of their demonstrated competence and qualifications in the field as mandated by
Texas Government Code Sections 2254.003 and 2254.004,and having provided similar services to
other entities; and,
WHEREAS, the Director of Public Works has reviewed the proposal as it has been
determined that the contract is being awarded at a fair and reasonable amount and is in accordance
with the terms and conditions of the contract; and,
WHEREAS, the City of Port Arthur desires to enter into a professional services contract
with Long Architecture of Beaumont, Texas, to provide professional architectural and design
services for the City-owned facility located at 201 West H. O. Mills Boulevard, Port Arthur,
Jefferson County, Texas, in the not-to-exceed amount of$49,500.00; now,therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
P.R.23136
05/01//2023 FCR
Page 2 of 3
THAT, the facts and opinions in the preamble are true and correct; and,
THAT,the contract is attached hereto as Exhibit B with Long Architecture of Beaumont,
Texas, to provide architectural and design services as described in the contract; and,
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
execute on behalf of the City of Port Arthur,a professional services contract in substantially the same
form as Exhibit B between the City of Port Arthur and Long Architecture of Beaumont,Texas;and,
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 ,2023 AD,
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, TRMC
City Secretary
P.R.23136
05/01//2023 FCR
Page 3 of 3
APPROVED AS TO FORM:
OJAJ 1,0
alecia R. Ti eno, Esq.
City Attorney
APPROVED FOR ADMINISTRATION:
Ronald Burton, CPM
City Manager
lozell . Roberts, T ng, MBA
Dire or f Public W r
VGPChil_&ACkcou,,,Pdy\ •
Cl on Williams, Jr., CPPB
Purchasing Manager Kandy Dani
Director of Finance
PR 23136
Exhibit
A
STATE OF TEXAS § CITY OF PORT ARTHUR,TEXAS
§ AGREEMENT FOR PROFESSIONAL SERVICES
COUNTY OF JEFFERSON §
This Agreement for Professional Services("Agreement")is made by and between the City
of Port Arthur,Texas,a Texas home-rule municipality located in Jefferson County,Texas("City"),
and Long Architecture ("Professional") (individually, each a"Party"and collectively, "Parties"),
acting by and through the Parties' authorized representatives.
Recitals:
WHEREAS, City desires to engage the services of Professional as an independent
contractor and not as an employee in accordance with the terms and conditions set forth in this
Agreement; and
WHEREAS, Professional desires to render professional services in accordance with the
terms and conditions set forth in this Agreement.
NOW, THEREFORE, in exchange for the mutual covenants set forth herein and other
valuable consideration, the sufficiency and receipt of which is hereby acknowledged, the Parties
agree as follows:
Article I
Employment of Professional
Professional will perform as an independent contractor all services under this Agreement
to the prevailing professional standards consistent with the level of care and skill ordinarily
exercised by members of Professional's profession, both public and private, currently practicing
in the same locality under similar conditions including but not limited to the exercise of reasonable,
informed judgments and prompt, timely action. If Professional is representing this it has special
expertise in one or more areas to be utilized in the performance of this Agreement, then
Professional agrees to perform those special expertise services to the appropriate local, regional
and national professional standards.
Article II
Term
2.1 The term of this Agreement shall begin on the last date of execution hereof by all
parties hereto(the"Effective Date")and shall continue thereafter until the one(1)year anniversary
of the Effective Date.
2.2 Professional may terminate this Agreement by giving thirty(30) days prior written
notice to City. In the event of such termination by Professional, Professional shall be entitled to
compensation for services satisfactorily completed in accordance with this Agreement prior to the
date of such termination.
2.3 City may terminate this Agreement by giving ten (10) days prior written notice to
Professional. In the event of such termination by City, Professional shall be entitled to
compensation for services satisfactorily completed in accordance with this Agreement prior to the
date of such termination. Upon receipt of such notice from City, Professional shall immediately
terminate working on, placing orders or entering into contracts for supplies, assistance, facilities
or materials in connection with this Agreement and shall proceed to promptly cancel all existing
contracts insofar as they are related to this Agreement.
Article III
Scope of Services
3.1 Professional shall perform the services specifically set forth in Exhibit A, attached
hereto and incorporated herein by reference, entitled"Scope of Services." In case of conflict with
the language of ExhibitA and the provisions of this Agreement, the provisions of this Agreement
shall control. Any additional services require the prior approval of the City Council of the City.
3.2 The Parties acknowledge and agree that any and all opinions provided by
Professional represent the best judgment of Professional.
Article IV
Schedule of Work
4.1 Professional agrees to commence services upon written direction from City and to
complete the tasks set forth in Exhibit A, Scope of Services, in accordance with a work schedule
established by City(the "Schedule"), which is attached hereto and incorporated as Exhibit A.
4.2 In the event Professional's performance of this Agreement is delayed or interfered
with by acts of City or others, Professional may request an extension of time for the performance
of same as hereinafter provided, and City shall determine whether to authorize any increase in fee
or price, or to authorize damages or additional compensation as a consequence of such delays,
within a reasonable time after receipt of Professional's request.
4.3 No allowance of any extension of time, for any cause whatsoever, shall be claimed
or made by Professional, unless Professional shall have made written request upon City for such
extension not later than five(5)business days after the occurrence of the cause serving as the basis
for such extension request, and unless City and Professional have agreed in writing upon the
allowance of such additional time.
Article V
Compensation and Method of Pay ment
5.1 City shall pay Professional for the services specifically as set forth in Exhibit A by
payment of a fee not to exceed $49,500.00.
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City of Port Arthur, Texas
Professional Services Agreement
5.2 Each month Professional shall submit to City an invoice supporting the amount for
which payment is sought. Each invoice shall also state the percentage of work completed on the
Project through the end of the then submitted billing period,the total of the current invoice amount,
and a running total balance for the Project to date.
5.3 Within thirty (30) days of receipt of each such monthly invoice, City shall make
monthly payments in the amount shown by Professional's approved monthly invoice and other
documentation submitted.
5.4 Professional shall be solely responsible for the payment of all costs and expenses
related to the services provided pursuant to this Agreement including, but not limited to, travel,
copying and facsimile charges, reproduction charges, and telephone, interne, e-mail, and postage
charges, except as set forth in Exhibit A.
5.5 Nothing contained in this Agreement shall require City to pay for any services that
is unsatisfactory as determined by City or which is not performed in compliance with the terms of
this Agreement, nor shall failure to withhold payment pursuant to the provisions of this section
constitute a waiver of any right, at law or in equity, which City may have if Professional is in
default, including the right to bring legal action for damages or for specific performance of this
Agreement. Waiver of any default under this Agreement shall not be deemed a waiver of any
subsequent default.
Article VI
Devotion of Time, Personnel, and Equipment
6.1 Professional shall devote such time as reasonably necessary for the satisfactory
performance of the services under this Agreement. City reserves the right to revise or expand the
scope of services after due approval by City as City may deem necessary, but in such event City
shall pay Professional compensation for such services at mutually agreed upon charges or rates, a
copy of the Rate Schedule is attached hereto as Exhibit A,and within the time schedule prescribed
by City, and without decreasing the effectiveness of the performance of services required under
this Agreement. In any event, when Professional is directed to revise or expand the scope of
services under this Agreement, Professional shall provide City a written proposal for the entire
costs involved in performing such additional services. Prior to Professional undertaking any
revised or expanded services as directed by City under this Agreement, City must authorize in
writing the nature and scope of the services and accept the method and amount of compensation
and the time involved in all phases of the Project.
6.2 It is expressly understood and agreed to by Professional that any compensation not
specified in this Agreement may require approval by the City Council of the City of Port Arthur
and may be subject to current budget year limitations.
6.3 To the extent reasonably necessary for Professional to perform the services under
this Agreement, Professional shall be authorized to engage the services of any agents, assistants,
persons, or corporations that Professional may deem proper to aid or assist in the performance of
Page 3 of 11
City of Port Arthur, Texas
Professional Services Agreement
the services under this Agreement. The cost of such personnel and assistance shall be borne
exclusively by Professional.
6.4 Professional shall furnish the facilities,equipment,telephones,facsimile machines,
email facilities, and personnel necessary to perform the services required under this Agreement
unless otherwise provided herein.
Article VII
Relationship of Parties
7.1 It is understood and agreed by and between the Parties that in satisfying the
conditions and requirements of this Agreement, Professional is acting as an independent
contractor, and City assumes no responsibility or liability to any third party in connection with the
services provided by Professional under this Agreement. All services to be performed by
Professional pursuant to this Agreement shall be in the capacity of an independent contractor, and
not as an agent, servant, representative, or employee of City. Professional shall supervise the
performance of its services and shall be entitled to control the manner, means and methods by
which Professional's services are to be performed, subject to the terms of this Agreement. As
such, City shall not train Professional, require Professional to complete regular oral or written
reports, require Professional to devote his full-time services to City, or dictate Professional's
sequence of work or location at which Professional performs Professional's work, except as may
be set forth in Exhibit A.
Article VIII
Insurance
8.1 Before commencing work, Professional shall, at its own expense, procure, pay for
and maintain during the term of this Agreement the following insurance written by companies
approved by the state of Texas and acceptable to City. Professional shall furnish to the City
Manager certificates of insurance executed by the insurer or its authorized agent stating coverages,
limits, expiration dates and compliance with all applicable required provisions. Certificates shall
reference the project/contract number and be addressed as follows:
City of Port Arthur, Texas
Attention: Ronald Burton, City Manager
444 4th Street
Port Arthur, Texas 77640
A. Commercial General Liability insurance, including, but not limited to
Premises/Operations, Personal & Advertising Injury, Products/Completed Operations,
Independent Contractors and Contractual Liability, with minimum combined single limits
of $500,000 per occurrence, $500,000 Products/Completed Operations Aggregate, and
$500,000 general aggregate. Coverage must be written on an occurrence form. The
General Aggregate shall apply on a per project basis.
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City of Port Arthur, Texas
Professional Services Agreement
B. Workers' Compensation insurance with statutory limits; and Employers'
Liability coverage with minimum limits for bodily injury: 1) by accident, $100,000 each
accident, and 2) by disease, $100,000 per employee with a per policy aggregate of
$500,000.
C. Business Automobile Liability insurance covering owned, hired and non-
owned vehicles, with a minimum combined bodily injury and property damage limit of
$500,000 per occurrence.
D. Professional Liability Insurance to provide coverage against any claim
which the Professional and all professionals engaged or employed by the Professional
become legally obligated to pay as damages arising out of the performance of professional
services caused by error, omission or negligent act with minimum limits of$1,000,000 per
claim, $1,000,000 annual aggregate.
NOTE:If the insurance is written on a claims-made form,coverage shall be continuous(by
renewal or extended reporting period) for not less than thirty-six (36) months
following completion of this Agreement and acceptance by City.
8.2 With reference to the foregoing required insurance, Professional shall endorse
applicable insurance policies as follows:
A. A waiver of subrogation in favor of City, its officials, employees, and
officers shall be contained in the Workers' Compensation insurance policy.
B. The City, its officials, employees and officers shall be named as additional
insureds on the Commercial General Liability policy, by using endorsement CG2026 or
broader.
C. All insurance policies shall be endorsed to the effect that City will receive
at least thirty (30) days notice prior to cancellation, non-renewal, termination, or material
change of the policies.
8.3 All insurance shall be purchased from an insurance company that meets a financial
rating of B+VI or better as assigned by A.M. Best Company or equivalent.
Article IX
Right to Inspect Records
9.1 Professional agrees that City shall have access to and the right to examine any
directly pertinent books, documents, papers and records of Professional involving transactions
relating to this Agreement. Professional agrees that City shall have access during normal working
hours to all necessary Professional facilities and shall be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City shall give
Professional reasonable advance notice of intended audits.
Page 5 of 11
City of Port Arthur, Texas
Professional Services Agreement
9.2 Professional further agrees to include in subcontract(s), if any, a provision that any
subcontractor agrees that City shall have access to and the right to examine any directly pertinent
books, documents, papers and records of such subcontractor involving transactions related to the
subcontract, and further, that City shall have access during normal working hours to all such
subcontractor facilities and shall be provided adequate and appropriate work space, in order to
conduct audits in compliance with the provisions of this section. City shall give any such
subcontractor reasonable advance notice of intended audits.
Article X
Miscellaneous
10.1 Entire Agreement. This Agreement and any and all Exhibits attached hereto
constitutes the sole and only agreement between the Parties and supersedes any prior or
contemporaneous understandings,written agreements or oral agreements between the Parties with
respect to the subject matter of this Agreement.
10.2 Authorization. Each Party represents that it has full capacity and authority to grant
all rights and assume all obligations granted and assumed under this Agreement.
10.3 Assignment. Professional may not assign this Agreement in whole or in part
without the prior written consent of City. In the event of an assignment by Professional to which
the City has consented, the assignee shall agree in writing with the City to personally assume,
perform, and be bound by all the covenants and obligations contained in this Agreement.
10.4 Successors and Assigns. Subject to the provisions regarding assignment, this
Agreement shall be binding on and inure to the benefit of the Parties and their respective heirs,
executors, administrators, legal representatives, successors and assigns.
10.5 Governing Law and Exclusive Venue. The laws of the State of Texas shall govern
this Agreement, and exclusive venue for any legal action concerning this Agreement shall be in a
District Court with appropriate jurisdiction in Jefferson County, Texas. The Parties agree to
submit to the personal and subject matter jurisdiction of said court.
10.6 Amendments. This Agreement may be amended only by the mutual written
agreement of the Parties.
10.7 Severability. In the event any one or more of the provisions contained in this
Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect by a
court of competent jurisdiction, such invalidity, illegality or unenforceability shall not affect any
other provision in this Agreement,and this Agreement shall be construed as if such invalid,illegal,
or unenforceable provision had never been contained in this Agreement.
10.8 Survival of Covenants and Terms. Any of the representations, warranties,
covenants,and obligations of the Parties,as well as any rights and benefits of the Parties,pertaining
to a period of time following the termination of this Agreement shall survive termination,
including, but not limited to, Section 3.3, Article X, and, in particular, Sections 10.13 and 10.14.
Page 6 of 11
City of Port Arthur, Texas
Professional Services Agreement
10.9 Recitals. The recitals to this Agreement are incorporated herein.
10.10 Notice. Any notice required or permitted to be delivered hereunder may be sent by
first class mail, overnight courier or by confirmed telefax or facsimile to the address specified
below, or to such other Party or address as either Party may designate in writing, and shall be
deemed received three (3) days after delivery set forth herein:
If intended for City:
City of Port Arthur, Texas
444 4th Street
Port Arthur, Texas 77640
Attn: Ron Burton, City Manager
Copy to:
City of Port Arthur, Texas
444 4th Street
Port Arthur, Texas 77640
Attn: Val Tizeno, City Attorney
If intended for Professional:
Long Architecture
5955 Phelan Boulevard, Suite L
Beaumont, Texas 77706
Attn: Cade Spell, A.I.A.
10.11 Counterparts. This Agreement may be executed by the Parties hereto in separate
counterparts, each of which when so executed and delivered shall be deemed an original, but all
such counterparts shall together constitute one and the same instrument. Each counterpart may
consist of any number of copies hereof each signed by less than all, but together signed by all of,
the Parties hereto.
10.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part
hereof for all purposes.
10.13 Professional's Liability. Acceptance of the Project Documents by City shall not
constitute nor be deemed a release of the responsibility and liability of Professional,its employees,
associates, agents or subcontractors for the accuracy and competency of their designs, working
drawings, specifications or other documents and work; nor shall such acceptance be deemed an
assumption of responsibility by City for any defect in the Project Documents or other documents
and work prepared by Professional, its employees, associates, agents or sub-consultants.
10.14 Indemnification. PROFESSIONAL AGREES TO INDEMNIFY AND HOLD
HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES,
CLAIMS,SUITS,COSTS(INCLUDING COURT COSTS,REASONABLE ATTORNEY'S
FEES AND COSTS OF INVESTIGATION)AND ACTIONS BY REASON OF INJURY TO
Page 7of11
City of Port Arthur, Texas
Professional Services Agreement
OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE
EXTENT CAUSED BY PROFESSIONAL'S NEGLIGENT PERFORMANCE OF
SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY ACT OR OMISSION
ON THE PART OF PROFESSIONAL, ITS OFFICERS, DIRECTORS, SERVANTS,
AGENTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS,
SUBCONTRACTORS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS
(EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS
OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO THE NEGLIGENCE OF
THE CITY). IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR
AGAINST CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, THE
PROFESSIONAL, ON NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR
PROCEEDINGS AT PROFESSIONAL'S EXPENSE, BY OR THROUGH ATTORNEYS
REASONABLY SATISFACTORY TO CITY. PROFESSIONAL'S OBLIGATIONS
UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE
OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY
PROFESSIONAL UNDER THIS AGREEMENT. IF THIS AGREEMENT IS A
CONTRACT FOR ENGINEERING OR ARCHITECTURAL SERVICES, THEN THIS
SECTION IS LIMITED BY, AND TO BE READ AS BEING IN COMPLIANCE WITH,
THE INDEMNITY SPECIFIED IN § 271.904 OF THE TEXAS LOCAL GOVERNMENT
CODE, AS AMENDED. THIS SECTION SHALL SURVIVE TERMINATION OF THIS
AGREEMENT
10.15 Conflicts of Interests. Professional represents that no official or employee of City
has any direct or indirect pecuniary interest in this Agreement. Any misrepresentation by
Professional under this section shall be grounds for termination of this Agreement and shall be
grounds for recovery of any loss, cost, expense or damage incurred by City as a result of such
misrepresentation.
10.16 Default. If at any time during the term of this Agreement, Professional shall fail to
commence the services in accordance with the provisions of this Agreement or fail to diligently
provide services in an efficient, timely and careful manner and in strict accordance with the
provisions of this Agreement or fail to use an adequate number or quality of personnel to complete
the services or fail to perform any of Professional's obligations under this Agreement, then City
shall have the right, if Professional shall not cure any such default after thirty (30) days written
notice thereof, to terminate this Agreement. Any such act by City shall not be deemed a waiver
of any other right or remedy of City. If after exercising any such remedy due to Professional's
nonperformance under this Agreement, the cost to City to complete the services to be performed
under this Agreement is in excess of that part of the contract sum which as not theretofore been
paid to Professional hereunder, Professional shall be liable for and shall reimburse City for such
excess costs.
10.17 Confidential Information. Professional hereby acknowledges and agrees that its
representatives may have access to or otherwise receive information during the furtherance of
Professional's obligations in accordance with this Agreement, which is of a confidential, non-
public or proprietary nature. Professional shall treat any such information received in full
confidence and will not disclose or appropriate such Confidential Information for Professional's
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City of Port Arthur, Texas
Professional Services Agreement
own use or the use of any third party at any time during or subsequent to this Agreement. As used
herein, "Confidential Information"means all oral and written information concerning the City, its
affiliates and subsidiaries, and all oral and written information concerning City or its activities,
that is of a non-public,proprietary or confidential nature including,without limitation,information
pertaining to customer lists, services, methods,processes and operating procedures, together with
all analyses,compilations,studies or other documents,whether prepared by Professional or others,
which contain or otherwise reflect such information. The term "Confidential Information" shall
not include such information that is or becomes generally available to the public other than as a
result of disclosure to Professional, or is required to be disclosed by a governmental authority
under applicable law.
10.18 Remedies. No right or remedy granted or reserved to the Parties is exclusive of
any other right or remedy herein by law or equity provided or permitted; but each right or remedy
shall be cumulative of every other right or remedy given hereunder. No covenant or condition of
this Agreement may be waived without written consent of the Parties. Forbearance or indulgence
by either Party shall not constitute a waiver of any covenant or condition to be performed pursuant
to this Agreement.
10.19 No Third Party Beneficiary. For purposes of this Agreement, including the
intended operation and effect of this Agreement, the Parties specifically agree and contract that:
(1) this Agreement only affects matters between the Parties to this Agreement, and is in no way
intended by the Parties to benefit or otherwise affect any third person or entity notwithstanding the
fact that such third person or entity may be in contractual relationship with City or Professional or
both;and(2)the terms of this Agreement are not intended to release,either by contract or operation
of law, any third person or entity from obligations owing by them to either City or Professional.
[The Remainder of this Page Intentionally Left Blank'
Page 9 of 11
City of Port Arthur, Texas
Professional Services Agreement
EXECUTED this day of , 2023.
CITY:
CITY OF PORT ARTHUR,TEXAS,
A Texas home-rule municipality,
By:
Ronald Burton, City Manager
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Val Tizeno, City Attorney
EXECUTED this day of , 2023.
PROFESSIONAL:
Long Architecture
(Company)
By:
Cade Spell, A.I.A., President
Page 10 of 11
City of Port Arthur, Texas
Professional Services Agreement
Exhibit A
Scope of Services/Schedule
Page 11 of 11
City of Port Arthur, Texas
Professional Services Agreement
LONG
April 18, 2023 CI ARCHITECTURE
Ms. Flozelle Roberts, Director of Public Works
City of Port Arthur
444 4th Street
Port Arthur,Texas 77640
Ref: Proposed Architectural Design Services for Level 1 Alterations to the Utility Operations Center for
City of Port Arthur
Dear Ms. Roberts:
We appreciate the opportunity to provide a proposal to you for the above referenced project. The scope of our
proposed architectural design services is based on the project information you and your staff provided during our
walk-thru of the space located at 111 Henry 0. Mills Boulevard on February 21, 2023. The project involves:
Proposed Scope of Work for Level 1 Alterations Design:
• New floor base in Men's and Women's Restrooms
• New wall, floor, and ceiling finishes throughout building (toilet rooms, locker rooms, offices, break
room, etc.)
• Replace existing double doors & hardware (at the main entrance), and provide card reader
• New louver(s) in wall between Breakroom and File Room
• Refinish existing metal lockers in Men's and Women's Locker Rooms
• Conceal ice maker drain line in Women's Restroom
• Replace toilet partitions and add urinal screens in Men's Restroom
• Add shower partitions and remove two (2) column showers in Men's Shower
• Two (2) new retrofit shower drains in Men's Shower
• Remove wall heaters in Men's and Women's Restrooms and patch walls
• Update plumbing fixtures and/or flush valves in Men's and Women's Restrooms
• All new flush valves to be automatic
• Replace vanity light fixtures in Men's and Women's Restrooms
• Relocate drinking fountains from Men's Locker Room and Women's Restroom
• Plumbing repairs throughout Restrooms as necessary
• New exterior roof access ladder with cage
• Existing exterior pylon sign—new sign graphic panels and repair/replace frame and pylons as required
• Replace rotten wood on awning at end of building
• Refinish (paint) existing rocket (metal fabrication and repairs to be made by City)
• Provide one new ice maker to accommodate 100 employees.
We propose to provide the following:
Architectural Design Services and Deliverables
1. Field measure and document the existing space in CAD.
2. Production of an existing floor plan, new floor plan, interior elevations, and architectural details as necessary.
3. Notes indicating toilet partition configurations,fixture locations, room finish materials,etc. will be provided on
the floor plans.
4. Mechanical, Electrical, and Plumbing Engineering Design will be provided by our MEP Engineering consultant.
5. Structural Design as necessary based on Structural Engineer's recommendations from previous inspection.
6. Building Code Analysis
755 S. 11th St,,Suite 255 Beaumont,Texas 77701 Phone: 409-866-3443
1:1 LONG
ARCHITECTURE
7. Drawings to be formatted to print on either 11"x17"or 24"x36"size paper and will be transmitted electronically
to the Owner in Portable Document Format(PDF)via email.
8. TDLR Architectural Barriers Registration, Review, and Inspection Fees
9. Specifications manual
10. Construction Phase Services-We will provide periodic observation of the Work to ensure its conformance
with the intent of the Contract Documents. We will review all product submittals and shop drawings,answer
all contractor questions, attend job site meetings, and certify all Contractor payment applications for the
Owner's execution.
Not Included:
1. Building Permits (application and associated fees)
2. Civil Engineering Design
3. Environmental or hazardous materials surveys, inspections, or recommendations
4. Color Selections of Interior Finishes (to be provided by Owner)
5. Replacement of or repairs to roof and rooftop HVAC equipment, curbs, and flashing
6. Fire Protection System Design
7. TDI Windstorm Inspections and Certifications
8. Architectural and Engineering Design of Level II or III Alterations as defined by the currently adopted edition
of the International Existing Building Code.
Long Architecture proposes to provide these Architectural Design Services and Deliverables to you for a
lump sum fee of$30,000.00(thirty thousand dollars and no/100).
If you are in agreement with the services and fees above, please sign this proposal below and return to our
office. We look forward to working with you on this very important project.
I am in agreement with the services outlined above for the proposed lump sum fee of $30,000.00 (thirty
thousand dollars and no/100).
Authorized Agent Date
The Texas Board of Architectural Examiners has jurisdiction over complaints regarding the professional practices of persons registered as architects in Texas.
TBAE contact information: 505 E.Huntland Drive,Suite 350,Austin,Texas 78752,(512)301-9000 tel.
755 S. 11th St.,Suite 255 Beaumont,Texas 77701 Phone:409-866-3443
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
February 27, 2023
Cade Spell, AIA
Long Architectural
5955 Phelan Blvd, Suite L
Beaumont, Texas 77706
** ENGAGEMENT LETTER**
RE: Structural Engineering Services- 111 H 0 Mills Blvd
Level A Structural Observation & Recommendations
Dear Mr. Long,
Fittz&Shipman,Inc.is pleased to provide this Proposal for Structural Engineering Services for the Level A
Structural Observation of the existing concrete building and the structural recommendations for repairs per the
information you provided in your call Thursday, February 23, 2023. The subsurface foundation will not be
inspected and materials testing are not part of this proposal.
Scope of Services
Structural Engineering Scope of Work:
• Interview of the facility maintenance personnel, owner and/or client, if possible, regarding the history
and performance of the structure.
• Request from the client documents regarding the structure, such as construction drawings, previous
testing and inspection reports, and previous repair information. All provided documents will be
reviewed.
• Make visual observations during a site visit of the referenced concrete building structure. The
structure will be observed from below and above if access is available. We require that City of Port
Arthur provide access to either a scissor lift(including a licensed operator) or scaffolding should it be
deemed necessary to access the structural members at the roof in detail. Our attention/focus during
the site visit will be on factors that might influence the structures performance, signs of damage and
any pending potential failures.
• Prepare a written report detailing the Scope of Observation, Type of Construction, Estimated Age,
Conclusions, and Recommendations. Report will be sealed by a licensed Professional Engineer.
Schedule of Work
Fittz &Shipman, Inc. is prepared to begin work upon authorization of this proposal. Upon the approval of
this proposal Fittz &Shipman, Inc. would begin to review any existing drawings in detail, consult with the
owner and perform a site visit to determine the areas to begin the inspections. The proposed procedure would
be to identify any visible structural concerns and determine if the existing pre-engineered building is structurally
sound and capable of receiving the additional load to be applied from the walkway at the time of the
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
Tx Board of Prof Engineers Firm No. 1160•Tx Board of Prof Land Surveyors Firm No. 100186
Long Architectural Structural Engineering Proposal
February 27, 2023 111 H 0 Mills Blvd, Port Arthur Texas
Page 2
observation. Site visits would be performed to inspect, measure, and sketch the identified area. Once the site
visits are completed a written report will be submitted to report the findings of the observation.
Scope of Work Qualifications
Services or fees not included in this contract include:
• Structural design recommendations to strengthen the existing pre-engineered building structure;
• Geotechnical services;
• Coordination of bidding or construction activities;
• Continuous site observation/inspection of construction;
• Coordination and fees associated with construction quality assurance testing (i.e. subgrade density
testing, concrete strength testing, etc.); or
• Windstorm insurance certificate.
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. The cost for the outlined Structural Engineering Services is:
Level A Structural Observation &Recommendations: $9,500.00
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%.
We appreciate your confidence in Fittz&Shipman, Inc. for this project. If you wish to discuss our scope of
services, scheduling, or compensation, please feel free to call. If this proposal meets with your approval,
please return a signed copy to our office.
Sincerely, Accepted:
Fittz &Shipman, Inc. Long Architectural
'J".rw" !�
Bernardino D. Tristan, P.E. Mr. Cade Spell Date
For the Firm
Fittz&Shipman, Inc.
IOW
Flozelle C. Roberts
From: Cade Spell <cspell@long-arch.com>
Sent: Monday,April 24, 2023 8:02 AM
To: Flozelle C. Roberts
Cc: Tina Frasier
Subject: [NON-CoPA] Re: [NON-CoPA] Re: [NON-CoPA] Fwd: 201 H 0 Mills Blvd - Structural
Observation
Attachments: image001.png
Ms. Roberts,
The proposed fee for the structural observation report is not included in our proposal for architectural design services;
however,the structural design services required to address the structural issues discovered during the engineer's
observation are included in our proposal.
Please note that the structural engineer will require a manlift or other reasonable means for inspecting the roof/ceiling
structure. The lift will need to be provided by the Owner.
Sincerely,
Cade Spell, AIA
President
LONG ARCHITECTURE
409.866.3443
cspell@lonc7-arch.com
On Sat,Apr 22, 2023, 2:02 PM Flozelle C. Roberts<flozelle.roberts@portarthurtx.gov>wrote:
Good Afternoon Mr. Spell,
Does your cost include your structural engineer's cost, or should I include his cost separately?
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