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Home My WebLink AboutPR 23396: DALLAS AVENUE AND FORT WORTH AVENUE SUPPLEMENT FEE REQUEST City of Port Arthur Transit Department Memorandum To: Ron Burton,City Manager From: Ivan Mitchell,Transit Director it\.k. Date: October 12,2023 Re: P.R.23396—Dallas Avenue and Fort Worth Avenue Supplement Fee Request Nature of Request:Authorize the City Manager to extend the contract with the Solco Group,LLC (TSG)for engineering and design services for Port Arthur Transit's(PAT)parking lot expansion located at 320 Dallas Avenue,and for reconstruction and drainage repairs on Dallas and Fort Worth Avenues and pay supplemental cost. Background:Resolution No. 21-249 authorized the City Manager to negotiate a contract with the Solco Group,LLC.,for engineering and design services for Port Arthur Transit's(PAT)parking lot expansion with overhead canopies. The Texas Department of Transportation(TxDOT)awarded PAT funds to construct a 13,000 square foot parking lot to accommodate its growing fleet of transit vehicles. In addition,PAT will construct several overhead canopies to protect the vehicles from the elements as well as install conduit for future electric vehicle charging. Resolution No.21-287 authorized the City Manager to execute a contract with TSG,for engineering and design services for Port Arthur Transit's(PAT)parking lot expansion with overhead canopies in the amount not to exceed$131,284.00. PAT was awarded Federal Transit Administration funds in the amount of$904,750.00($723,800 federal/$180,950 local)under the Section 5324 Emergency Relief Program in December 2018. PAT selected TSG to provide engineering and design services for reconstruction and drainage repairs on Dallas and Fort Worth Avenues which are adjacent to its facilities. Resolution No.21-384 authorized a contract amendment which increased the contract amount by$59,951.00 to a new contract total in the amount not to exceed$191,235.00. Resolution No. 22-265 authorized the City Manager to approve an additional cost of$6,120.00 to the contract for the reconstruction of driveway portions between San Antonio and Dallas Avenues which increased the contract total cost to$197,355.00. The reconstruction and drainage repairs on Dallas Avenue and Fort Worth Avenue are underway. TSG has requested additional compensation in the amount of$15,500.00 to cover engineering design and construction administration costs incurred during the performance of the project that were not in the original scope.The new contract total is in the amount not to exceed$212,905.00. Pr One out of three projects in TSG's existing scope of work is complete therefore PAT is requesting to extend the contract through November 30,2024,to ensure completion of all. Recommendation:It is recommended that the City Council approve proposed P.R. 23396 to extend the TSG's contract through November 30,2024,and increase the contract by an additional $15,500.00,to a new contract total in the amount not to exceed$212,905.00. Budgetary/Fiscal Effect:Funding to pay for the design and engineering services is available in Transit Capital Account 401-70-530-8512-00-60-000 PROJECT#TR11430. P.R. No. 23396 10/12/2023 IM RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A THIRD AMENDMENT TO THE CONTRACT WITH THE SOLCO GROUP, LLC OF BEAUMONT, TEXAS FOR ENGINEERING AND DESIGN SERVICES FOR PORT ARTHUR TRANSIT'S (PAT) PARKING LOT EXPANSION AT 320 DALLAS AVENUE AND FOR RECONSTRUCTION AND DRAINAGE REPAIRS ON DALLAS AND FORT WORTH AVENUES IN THE AMOUNT OF $15,500.00 TO A NEW CONTRACT TOTAL OF $212,905.00 AND EXTENDING THE CONTRACT THROUGH NOVEMBER 30, 2024; FUNDING IS AVAILABLE IN ACCOUNT NO. 401-70-530-8512-00-60-000, PROJECT # TR11430 WHEREAS, pursuant to Resolution No. 21-249, the City Manager was authorized to negotiate a contract with the Solco Group, LLC; and, WHEREAS, pursuant Resolution No. 21-287, the City Council approved a contract with the Solco Group, LLC., for engineering and design services for Port Arthur Transit's (PAT) parking lot expansion with overhead canopies in the amount not to exceed $131,284.00; and, WHEREAS, pursuant Resolution No. 21-384, the City Council authorized a contract amendment which increased the contract amount by $59,951.00 to a new contract total of in the amount of $191,235.00; and, WHEREAS, pursuant Resolution No. 22-265, the City Council authorized a contract amendment which increased the contract amount by $6,120.00 to a new contract total of in the amount of$191,235.00 and extended the contract until September 13, 2024; and, WHEREAS, the City Manager and PAT recommend the third amendment to the contract in the amount of$15,500.00 to a new total of$212,905.00, and extending the contract through November 31, 2024, a copy of the supplemental fees and the amended scope 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 execute the third amended contract with the Solco Group, LLC of Beaumont, Texas to continue engineering and design services for PAT's parking lot expansion with overhead canopies and for reconstruction and drainage repairs on Dallas and Fort Worth Avenues in the amount of $15,500.00, to a new total of $212,905.00, and extend the contract through November 30, 2024, 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 October 2023 at a Regular meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: P.R. No. 23396 • 10/12/2023 IM NOES: . Thurman "Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APP OVED AS TO FORM: U&AP e'Yt- • ' I , I/ -U al Tizeno, City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: 401-70-530-8512-00-60-000 PROJECT #: TR11430 :k0,-- ___ d 0 UL1l..A---70 Ronald Burton Kandy Daniel City Manager Director of Finance NClifto Williams, CPPB Ivan itchell Purchasing Manger Transit Director • P.R. No. 23396 10/12/2023 IM Exhibit "A" • IFSS THE SOLCO GROUP, LLC TRANSPORTATION PPLANNING/ENGINEERING/RESEARCH/ADVICE/CONSULTING October 10, 2023 Mr. Ivan Mitchell Transit Manager Port Arthur Transit 344 Procter Street Port Arthur, TX 77640-6450 Subject: Rehabilitation and Drainage Repairs of Dallas Avenue and Fort Worth Avenue in Downtown Port Arthur, Texas - Street Intersection Drainage Status Update -TSG Project No. 2021- 08-1087A— Out of Scope-Supplemental Fee Request Dear Mr. Mitchell(Ivan): The reconstruction and drainage repairs on the block surrounding the Port Arthur Transit Terminal Building (Dallas Avenue and Fort Worth Avenue)are underway.The Solco Group(TSG) is requesting consideration for a supplemental agreement to cover additional engineering design and construction administration costs incurred during the performance of the project. The supplemental request includes completed and upcoming out of scope work. The original scope of the Dallas Avenue and Fort Worth Avenue Rehabilitation and Repairs Project included pavement rehabilitation(asphalt milling and overlay),curb and gutter repairs,sidewalk rehabilitation,and minor drainage improvements. During construction the following items were identified requiring supplemental work including unanticipated meetings and plan revisions due to differing site conditions and conflicts. 1. Conflict of proposed duct-bank conduits for Entergy, AT&T and Spectrum with the angled existing 12" Asbestos Cement Waterline. TSG prepared supplemental plans addressing the conflict and replacement of the asbestos waterline with HDPE. 2. Prepared supplemental plan for the addition of waterline replacement across Ft Worth Avenue 3. Prepared supplemental plan of electrical duct-bank conduits across Ft Worth Avenue 4. Prepared supplemental plan to raise the sidewalk and ADA ramp on the southwest corner of Dallas Avenue and Procter Street. 5. Additional Coordination and Meetings with City on Waterline/Conduit/Drainage 6. Additional Construction Administration. Original construction completion date - July 16th. Revised construction completion date due to change orders—August 23rd. A man-hours tabulation of the out-of-scope hours is shown in attachment'A' for$15,500.00. Therefore, TSG is requesting a Supplemental Agreement in the amount of$15,500.00 as calculated in Attachment A,enclosed. THE SOLCO GROUP,LLC549 4th Street,Suite 209A, Port Arthur, TX 77640 WWW.TheSolcoGroup.com TSB THE SOLCO GROUP, LLC TRANSPORTATION PPLANNING/ENGINEERING/RESEARCH/ADVICE/CONSULTING Sincerely, .A4i,eficz7) Kelvin L. Solco, P.E., MBA The Solco Group, LLC 409- 237-0200 -office 817-564-6895—cell Enclosures: TSG man-hours tabulation—Out of Scope Work cc: Simon Karingithi P.E., Project Manager, The Solco Group, LLC THE SOLCO GROUP,LLC 549 4th Street,Suite 209A,Port Arthur, TX 77640 WWW.TheSolcoGroup.com 148' THE SOLCO GROUP, LLC TRANSPORTATION PPLANNING/ENGINEERING/RESEARCH/ADVICE/CONSULTING PA Transit Road and Drainage Project TSG man-hours tabulation Out of Scope Work Principal I Professional Project Technical 1 Total TSG#2021-08-1087A Project MGR Engineer Manager Clerical Hours Supplemental plans addressing the conflict and replacement of the asbestos waterline with HDPE. 6 8 6 0 20 Supplemental plan for the addition of waterline replacement across Ft Worth Avenue 6 8 6 0 20 Supplemental plan of electrical duct- bank conduits across Ft Worth Avenue 6 8 6 0 20 Supplemental plan to raise the sidewalk and ADA ramp on the southwest corner of Dallas Avenue and Procter Street. 8 8 5 0 21 Additional Coordination and Meetings with City on Waterline / Conduit / Drainage 8 8 5 1 22 Revised construction completion date due to change orders—August 23ro. 10 4 5 1 20 QA/QC+Admin support(Proof and invoicing) 10 0 0 4 14 Sub Total hours 54 44 33 6 137 Direct salary costs $8,100.00 $4,180.00 $2,970.00 $300.00 $15,550.00 THE SOLCO GROUP,LLC549 4nI Street,Suite 209A,Port Arthur, TX 77640 WWW.TheSol coGroup.com