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HomeMy WebLinkAboutPR 23238: (PAT) TERMINAL BUILDING EXPANSION, CONTRACT AMENDMENT City of Port Arthur Transit Department Memorandum To: Ron Burton,City Manager From: Ivan Mitchell,Transit Director Date: June 28,2023 Re: P.R.23238—Design of Port Arthur Transit's Terminal Building Expansion-Contract Amendment Nature of Request: Authorize the City Manager to amend the contract with the Solco Group,LLC., for the engineering and design of Port Arthur Transit's(PAT)terminal building expansion in the new amount not to exceed$87,040.00. 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 increased operational and administrative space for employees. PAT issued a Request for Qualifications(RFQ)from 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 negotiated a contract in the amount not to exceed $64,540.00 which was approved by City Council under Resolution No. 23-087. As the engineering and design work progresses there is a need to expand the existing scope of work to address items related to the terminal building. The Solco Group,LLC,has submitted a revised scope of work for additional engineering and design services in the amount of$22,500.00. Recommendation: It is recommended the City Council approve proposed P.R.23238 for additional engineering and design services of Port Arthur Transit's(PAT)terminal building expansion with the Solco Group,LLC.in the new amount not to exceed$87,040.00. 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. 23238 6/28/2023 IM RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE 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 FOR A NEW TOTAL AMOUNT NOT TO EXCEED $87,040.00. 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, Texas; and, WHEREAS, PAT issued a Request for Qualifications (RFQ)to engineering firms for engineering and design services for the expansion; and, WHEREAS, five (5) qualification packages were received, and 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,pursuant to Resolution No. 23-087,the City Council authorized a contract with the Solco Group, LLC, in the amount not to exceed $64,540.00; and, WHEREAS,the Solco Group, LLC,has submitted a revised scope of work for additional engineering and design services related to the contract, in the amount of$22,500.00, 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 amendment with the Solco Group, LLC of Port Arthur, Texas for engineering and design services to design PAT's terminal building expansion in the new amount not to exceed $87,040.00, in substantially the same for as attached hereto as Exhibit"A". P.R. 23238 6/28/2023 IM READ,ADOPTED AND APPROVED this day of July, 2023 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 APPROVED AS TO FORM: 2476-4-4-4 grui 10-4 Val Tiztc CityAttorney y APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: 401-70-530-8512-00-60-000 PROJECT TR1416 Ct 1/ DkA-0 i3 Ronald Burton Kandy Daniel City Manager Director of Finance Eao„ CliftoY1 Williams, CPPB Ivan itchell Purchasing Manger Transit Director P.R. 23238 6/28/2023 IM Exhibit "A" _ Cliv,f -/ City of Port Arthur ' Jefferson County vigilitt rtkter Port Arthur,TX Texas PROPOSED SCOPE OF WORK FOR ARCHITECTURAL AND ENGINEERING SERVICES FOR THE RESURFACING OF EXISTING TERMINAL TO MATCH THE CURRENT TRANSIT STATION CAMPUS FACADE a 4 1 ,, ., ,,., - -- ..► T- " II' t:::''' ;4 ' II:1. ill ' - ' — - 1 ' ' ' i — , s: 1 :1 O t. y, f fit. ..t Prepared by: The Solco Group, LLC 549 4th Street, Ste. 209A Port Arthur,Texas 77640 TSG Project Number- 2022-06-1101 , The Secs Ihmt LLC SCOPE OF WORK FOR ARCHITECTURAL DESIGN SERVICES FOR ADDITION TO PAT STATION/RESURFACE TERMINAL BLDG CITY OF PORT ARTH UR,TX INTRODUCTION AND EXECUTIVE SUMMARY The City of Port Arthur's Transit (PAT) Department continues to provide quality services to Port Arthur residents. In addition, several capital projects have taken place to upgrade the Terminal. The existing structure will be integrated to the new addition by resurfacing and covering the current tile facade with metal and stone to match the existing terminal campus. , 10111 The Solco Group (TSG)welcomes the opportunity to provide architectural and engineering services. The TSG team --" = "" '� includes the following details to produce a final design for - � updating the exterior of the existing PAT Terminal: I A-1 SCHEMATIC DESIGN. In this phase, we begin .. , ,. the process of translating the Program into an efficient - µ "" building design. TSG will then start exploring design - concepts; The Schematic Design phase includes several - rim meetings in which designs are presented using images X `. of other projects, hand sketches, and models to helpin k . visualize the size, shape, and relationship of spaces tom :,':°` each other. Our team will collaborate with PAT ' � . .. i management and staff upon a design direction to further develop the following phases. � { '' "':* SD Deliverables: Preliminary Exterior Concept SD Duration: usually 2 weeks A-4 CONSTRUCTION DOCUMENTS. xy In this phase, TSG develops the Design Drawings into ,'. a thorough and precise set of Construction ,,i ° " Documents. These drawings and specifications have all of the details, dimensions, and notes necessary to ; ' s. �: , communicate the entire design intent to the builder. '` TSG will demonstrate the connection of the building % ,,, components, specify all of the materials, finishes - _ .. �` fixtures, equipment, and appliances to be installed, as ,. well as coordinate our drawings with the structural '" 04 engineer and any other consultant drawings. The Construction Documents phase often requires the ;�--�--- � ' most time because this is a critical step in the process J � of successfully and accurately executing the design. ,. -- iii CD Deliverables: Drawings and Specification for Construction IgG The ,1.,,,,E The Solco Group, LLC PG 2 SCOPE OF WORK FOR ARCHITECTURAL DESIGN SERVICES FOR ADDITION TO PAT STATION/RESURFACE TERMINAL BLDG CITY OF PORT ARTHUR,TX CD Duration: 4 weeks TSG understands that bidding and construction administration will be provided at a later date and when funds are available. The scope for this phase is for DESIGN ONLY. TOTAL FEE (DESIGN ONLY): $22,500 CONSTRUCTION PROJECT COSTS (ESTIMATED): $67,500.00 NOTES: 1 . The project construction costs could be more if the resurfacing work is not included in the same contract with the building expansion. 2. Fees for "Bidding Services" and "Construction Management" are not included. TiG ,� ;� The Solco Group, LLC PG 3 THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING June 16, 2023 Mr. Ivan Mitchell City of Port Arthur Transit Department 344 Procter Street P.O. Box 1089 Port Arthur,TX 77641 Subject:Architectural and Engineering Services for the Resurfacing of Existing Terminal to Match the Current Transit Station Campus Façade for the Port Arthur Transit Facility. Proposal No. 2023-06-1216(Revised) Dear Mr. Mitchell (Ivan), The Solco Group, LLC (TSG) appreciates the opportunity to work with your organization to provide architectural and engineering services for the resurfacing of the existing terminal to match the current transit station campus facade for the Port Arthur Transit Facility. TSG is pleased to submit this proposal providing professional architectural and engineering design services for the City of Port Arthur Transit Department. 1.0 Scope of Services The Solco Group, LLC(TSG)will provide professional consulting services for the resurfacing of the existing terminal. This includes designs and specifications. TSG's goal is to assist PAT with improvements to continue the exemplary service to Port Arthur residents.TSG will provide the PAT the following tasks: • Develop preliminary exterior wall surface concept • Collaboration Meetings with PAT Staff • Develop drawings and specifications for construction 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 can be estimated by using the attached "Contract Pricing Schedule". We will 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 include all necessary engineering services that will allow the project to be successfully solicited for competitive bids. 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%) timeframe is eight weeks. THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING 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 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 Management and maintenance staff members that can be used to retain and archive all project documents. TSG will provide services to PAT via telephone or in person at PAT offices and with either you or your designated representative for this specific project. All other applicable services and agreements are explained in THE SOLCO GROUP, LLC ADVISORY / CONSULTING AGREEMENT enclosed with this letter. Thank you for your consideration. Respectfully Submitted, Kelvin L. Solco, P.E. MBA President/CEO Enclosures: Contract Pricing Schedules The Solco Group, LLC Consulting Agreement •TSG, LLC 549 4th Street Suite 209A Port Arthur,Texas 77640 • Office:409-237-0200• THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING Contract Pricing Schedule TSG Billable Fee Schedule-Project No. 2023-06-1216 PATX Generic Principal and Architectural Project Planning, Professional/ Administrative TOTALS Technical Services Project Lead Design Design, Support Fee Estimator (P.E.) Services Specifications Records research and drawing reviews $2,500.00 Pre-Design Services coordination and site $2,000.00 investigation Schematic Design $8,500.00 Construction Documents $9,500.00 GRAND TOTAL $22,500.00 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 Street Suite 209A Port Arthur,Texas 77640 •Office:409-237-0200• 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 THE CITY OF PORT ARTHUR TRANSIT DEPARTMENT (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. 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 six (6) weeks, subject to change upon the CLIENT request or mutual agreement(s). b. The final contract plans and documents will be available and ready per the agreed project schedule. •TSG, LLC 549 4th Street Suite 209A Port Arthur,Texas 77640 •Office:409-237-0200• - . THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING 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. 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 •TSG, LLC 549 4th Street Suite 209A Port Arthur,Texas 77640 • Office:409-237-0200. THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING 12. 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. 13. 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. 14. CIVIL RIGHTS ACT OF 1964- Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race,color,or national origin, be excluded from participation in,be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. 15. 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 Transit Department 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. 16. ACCURACY OF INFORMATION -The CLIENT agrees that TSG will rely on information provided by the City of Port Arthur Transit Department 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. 17. 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. 18. 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. •TSG, LLC 549 4th Street Suite 209A Port Arthur,Texas 77640 •Office:409-237-0200• THE SOLCO GROUP, LLC TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING 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 549 4th Street Suite 209A Port Arthur,Texas 77640 •Office:409-237-0200• 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 4th Street Suite 209A Port Arthur,Texas 77640 • Office:409-237-0200•