HomeMy WebLinkAboutpr 23455: APPROVAL OF SOLCO GROUP CONYTACT City of Port Arthur
Transit Department
Memorandum
To: Ron Burton,City Manager
From: Ivan Mitchell,Transit Director
Date: November 21,2023
Re: P.R 23455—Professional Services,Design,and Project Oversight of a new H.O.Mills
Boulevard Vehicle Wash Facility
Nature of Request:Authorize the City Manager to execute a contract with the Solco Group,LLC
(TSG)for engineering and design services for a new vehicle wash facility located at H.O. Mills
Boulevard.
Background: In March 2023,TSG completed a cursory review of the City of Port Arthur's
Maintenance Facility on H.O. Mills Boulevard,including the vehicle wash station. In subsequent
conversations between TSG and City officials it was determined the vehicle wash station has
surpassed its useful life and needs a substantial renovation. The renovation would include extensive
concrete work,a new vehicle washing system,and redesign drainage that would be designed
successive to a detailed site evaluation and review of the City's vehicle and equipment fleet.A
detailed scope of services to be performed by TSG is included in the council packet.
This project is also critical to maintaining the City's vehicle and equipment fleet in a state of good
repair as it helps with its useful life preservation. The timely removal of dirt,road salt,bugs,gunk,
etc.helps to prevent paint and/or metal damage. This further ensures Port Arthur has safe,dependable
and aesthetically pleasing vehicles and equipment to carry out services in the City.
Proposed Resolution No.23455 will authorize 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$28,495.00.
Recommendation: It is recommended that the City Council approve proposed P.R.23455 to execute a
contract with the Solco Group,LLC(TSG)for a new vehicle wash facility located at H.O.Mills
Boulevard.
Budgetary/Fiscal Effect: Funding to pay for the design and engineering services is available in
Capital Account 307-21-049-8512-00-10-000 PROJECT#BU0010.ENG
P.R. No. 23455
11/21/2023 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 A NEW VEHICLE WASH FACILITY
LOCATED AT H.O. MILLS BOULEVARD IN THE AMOUNT OF $28,495.00;
FUNDING IS AVAILABLE IN ACCOUNT NO. 307-21-049-8512-00-10-000, PROJECT #
BU0010.ENG
WHEREAS, the Solco Group, LLC (TSG), has completed a cursory review of the City of Port
Arthur's Maintenance Facility on H.O. Mills;and,
WHEREAS, TSG brought to light several infrastructure items that had exceeded their useful life
and require further review including the vehicle wash station; and,
WHEREAS, in subsequent conversations with City officials it was decided that TSG would
continue with phase 2 by engineering and designing a new vehicle wash station; and,
WHEREAS, the City Manager and PAT recommend City Council approve P.R. 23455 to
execute a contract with the Solco Group, LLC (TSG) for engineering and design services for a new
vehicle wash facility located at H.O. Mills Boulevard in the amount of $28,495.00, 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 a contract with the Solco Group, LLC
of Port Arthur, Texas for engineering and design services for a new vehicle wash facility located at H.O.
Mills Boulevard in the amount not to exceed $28,495.00, 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 December 2023 at a Regular meeting
of the City of Port Arthur,Texas by the following vote: AYES:
Mayor:
Councilmembers: ,
NOES:
Thurman Bill Bartie, Mayor
P.R. No. 23455
11/21/2023IM
ATTEST:
Sherri Bellard, City Secretary
APP OVE AS TO FORM:
Val Tizeno ity orney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
307-21-049-8512-00-10-000
PROJECT#: BU0010.ENG
C 6 Zi IALa
Ronald Burton Lyn.a Boswell
City Manager Director of Finance
i / LAb144. :
Clifton illiams, CPPB Ivan Mitchell
Purchasing Manger Transit Director
P.R. No. 23455
11/21/2023 IM
Exhibit "A"
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
November 2, 2023
Mr. Ivan Mitchell
City of Port Arthur Transit Department
344 Procter Street
P.O. Box 1089
Port Arthur,TX 77641
Subject: Proposed Fees and Scope for the Professional Services,Design,and Project
Oversight of a new H.O. Mills Boulevard Vehicle Wash Facility in Port Arthur,Texas
-Professional Engineering Services-Proposal No. 2023-10-1231
Dear Mr. Mitchell(Ivan),
We have completed a cursory review of the City of Port Arthur Maintenance Facility on H.O.
Mills Boulevard, including the existing vehicle washing station,the small storage shelter, and
the pressure washer located in the NW corner of the facility. The Solco Group, LLC is
pleased to submit our proposal for providing plans, specifications, bidding services, and
project oversight for a sustainable large vehicle fleet washing facility that meets the specific
requirements of the City of Port Arthur.
1.0 Scope of Services
The Solco Group (TSG) will design a car wash facility specifically for large city fleet
vehicles at H.O. Mills, to replace the existing vehicle washing station, the small storage
shelter, and the pressure washer. This includes planning the layout of the car wash facility,
evaluating the size and number of vehicles in the fleet that will use the facility, and
determining the space required for maneuvering and moving vehicles in and out of the new
washing station. TSG will also prepare a set of plans and specifications, or bidding
requirement documents, including a draft request for proposals for a new vehicle washing
station. TSG will also help the city choose a vehicle washing system based on the following
factors:
• Washing Capacity: Evaluate the size of the fleet and choose a system that can
accommodate the city vehicles with sufficient throughput to meet city maintenance
requirements.
• Cleaning Method: Determine the most suitable cleaning method for the city fleet.
Options include automated touchless systems,brush-based systems,or a combination
of both.
• Maintenance: Consider the maintenance requirements of the system. Look for a
system that is easy to maintain, with readily available spare parts and reliable after-
sales service.
The Solco Group,LLC
549 4`h Street,Ste.209A
Port Arthur,Texas 77640 •Office:409-237-0200
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
• Water Usage and Environmental Impact: Consider the system's water usage and
environmental impact and seek systems that will incorporate water recycling or
conservation features to minimize water consumption and reduce environmental
impacts.
• User-Friendliness: Choose a system that is easy to use and operate. Consider the
training required for your staff to use the system effectively and efficiently.
The proposed cost and fees for this service is$28,495.00.
We will provide,as a minimum,design services to include detailed engineering project plans
and specifications in three phases, (50% and 100%) to support the construction of the
recommended project.Our design efforts will be phased to include all necessary engineering
services that will allow the project to be successfully advertised for competitive bids. We
will also provide professional recommendations for the award of the construction contract,
bidding services support, and request for information (RFI)review and responses.
The TSG design team will work closely with the PAT staff and City Engineering staff on
all phases of this project from the initial coordination to project completion. One or more
of our engineers will be present at the pre-bid meeting and the pre-construction meeting.
We will provide engineering design support services during all phases of construction. The
final design plans and specifications(100%)will be completed as follows:
• Design and layout development: 8 weeks
• Water conservation and environmental compliance planning: 2 weeks
• Cost estimation and budgeting: 2 weeks
• Bid Support and Construction Administration: 6 weeks.
TOTAL DESIGN TIME: 12 weeks after notice-to-proceed by the city of Port Arthur.
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 office supplies and basic mobile technologies such as a laptop computer and cell
phones. All other necessary historical project files, as-built drawings, archived
specifications, and other technical documentation needed will be provided by the City of
Port Arthur(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. We will
organize and archive all project data in a manner that will allow for real time auditing
reviews throughout the design and construction process, as well as allow the City of Port
Arthur Transit Department (PAT) to do post construction and historical audits. At the
The Solco Group,LLC
549 4th Street,Ste.209A
Port Arthur,Texas 77640 •Office:409-237-0200
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING, ENGINEERING,RESEARCH,AND CONSULTING
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 documentation.
The Solco Group, LLC (TSG) is a 100%Disadvantaged Business Enterprise (DBE). TSG
will provide services to PAT via telephone or in person in PAT offices and with either you
or your designated representative for this specific project. 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: The Solco Group, LLC Consulting Agreement
The Solco Group,LLC
549 4'h Street,Ste.209A
Port Arthur,Texas 77640 •Office: 409-237-0200
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
TSG Professional Services—Billable Fee Schedule
PATX HO Mills Vehicle
Washing Station-TSG Principal/
Project No 2023-10- Project Project Project Technical/ Total
1231 MGR Engineer Planner Clerical Hours
Literature reviews and
fleet evaluations 2 2 8 I 13
Prepare 50%plans and
specifications(Concrete
Hardstand and Shelter) 8 16 16 1 41
Research wash equipment
options 2 2 8 0 12
Research oil and water
separators equipment 2 2 8 0 12
Prepare RFP for wash
station equipment 4 2 8 4 18
TCEQ Coordination and
documentation prep and
tracking 8 0 8 2 18
Project Cost—
Estimating/Funding 2 16 2 0 20
Develop 100%plans and
specifications 8 16 16 2 42
City Bidding Services 2 0 8 2 12
Program/Project
management and
installation oversight 12 4 12 1 29
Project closeout 1 1 1 1 4
Sub Total hours 51 61 95 14 221
Direct salary costs $8,925.00 $ 7,015.00 $8,075.00 $910.00 $24,925.00
Non-Salary Costs
Surveying $1,450.00
Geotech(One boring) $1,950.00
Printing(reports and
presentations) $120.00
Misc. Supplies(binders
&flash drive) $50.00
Total Direct costs $24,925.00
Total Non-Salary costs $3,570.00
Total Fee $28,495.00
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.
The Solco Group,LLC
549 4`h Street,Ste.209A
Port Arthur,Texas 77640 •Office:409-237-0200
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
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.
The Solco Group,LLC
549 4th Street,Ste.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
have 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 if
required, 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.
The Solco Group,LLC
549 4th Street,Ste.209A
Port Arthur,Texas 77640 •Office:409-237-0200
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 is approximately
twelve (12)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.
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 agree 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.
i. 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:
ii. The scope and cost of said services will be reviewed and approved by Port
Arthur Transit and the Port Arthur City Council prior to any authorization
to proceed.
iii. 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.
The Solco Group,LLC
549 4th Street,Ste.209A
Port Arthur,Texas 77640 •Office:409-237-0200
I
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING,RESEARCH,AND CONSULTING
9. METHOD OF PAYMENT—The CLIENT is responsible for payment of services
rendered as stipulated in this agreement. All payment to The Solco Group,LLC for
services under this Scope of Work will be made monthly based on the percentage
of work completed during the preceding month and will,in every case,be supported
by a suitable invoice.
10. BRANDING AND IMAGES -The CLIENT acknowledges the use of a The Solco
Group, LLC name, branding, and images in any manner is not authorized unless
this signed agreement is returned to TSG, subject to privacy laws. The CLIENT
will also allow The Solco Group, LLC to use the Port Arthur Transit and City of
Port Arthur name, branding, logos or similar images for use in developing the
project plans and specifications and for TSG marketing purposes.
11. TERMINATION - If, through circumstances of unforeseen cause, TSG fails to
fulfill in a timely and proper manner the obligations under this Agreement,the City
of Port Arthur shall thereupon have the right to terminate this Contract by giving
written notice to the Engineer of such termination and specifying the effective date
thereof, at least fourteen (14)days before the effective date of such termination. In
such event, all finished or unfinished documents, data, studies, surveys, drawings,
maps, models, photographs, and reports prepared by TSG under this Contract shall
become the property of TSG and TSG shall be entitled to receive just and equitable
compensation for any work satisfactorily completed hereunder. The City of Port
Arthur may terminate this Agreement at any time by giving at least twenty-one(21)
days' notice in writing to the TSG. If the Agreement is terminated by the City of
Port Arthur as provided herein, then TSG will be paid for the time provided and
expenses incurred up to the actual termination date.
12. CHANGES-The CLIENT may, from time to time,request changes in the scope of
the services of TSG to be performed hereunder. Such changes, including any
increase or decrease in the amount of the TSG's compensation,which are mutually
agreed upon by and between the City and the TSG, shall be incorporated in written
amendments to this Agreement.
13. STANDARD ARBITRATION AGREEMENT-Any dispute,controversy or claim
arising out of or relating in any way to Agreement including without limitation any
dispute concerning the design, construction, validity, interpretation, enforceability
or breach of the agreement, shall be exclusively resolved by binding arbitration
upon a Parry's submission of the dispute to arbitration. In the event of a dispute,
controversy or claim arising out of or relating in any way to the Agreement, the
complaining Party shall notify the other Party in writing thereof. Within thirty (30)
days of such notice, both Parties shall meet at an agreed location to attempt to
resolve the dispute in good faith.
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
The Solco Group,LLC
549 4th Street,Ste.209A
Port Arthur,Texas 77640 •Office:409-237-0200
THE SOLCO GROUP, LLC
TRANSPORTATION PLANNING,ENGINEERING, RESEARCH,AND CONSULTING
participation in, be denied the benefits of, or be subjected to discrimination under any
program or activity receiving Federal financial assistance.
15. INSURANCE—The Solco Group, LLC will maintain the following insurance
coverage for the duration of this project.
a. Commercial General Liability of$1,000,000 each occurrence and
b. $2,000,000 aggregate
c. Professional Liability(Errors and Omissions)of$1,000,000 each occurrence
and $1,000,000 aggregate.
16. 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. If applicable, all applicable Federal Contract Provisions are added to
this agreement for the CLIENT's review and approval.
ADDITIONAL SPECIAL CONDITIONS:
Anticipated Start Date:
This agreement is acceptable to The Solco Group, LLC, as indicated by the authorized
representative signature(s)below:
(TSG Representative) Print Name: Kelvin L. Solco
(TSG Representative) Signature: Z/ALLO
(TSG Representative)Title: President/CEO
(Attest for TSG):
The Solco Group,LLC
549 4th Street,Ste.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 the 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.
The Solco Group,LLC
549 4th Street,Ste.209A
Port Arthur,Texas 77640 •Office:409-237-0200