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HomeMy WebLinkAboutPR 23594: AGREEMENT WITH ETSI GROUP, LLC, VARIOUS INTERSECTION IMPROVEMENTS • • !-rT of nrt rtltu — www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: February 7, 2024 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: John Cannatella,PE,City Engineer RE: PR 23594: Authorization for the Ci anager to enter into an agreement with ETSI Group,LLC,of Houston,Texas,for professional services related to the design of traffic signals and related intersection improvements under project 2021 Highway Safety Improvement Program (HSIP)—Various Intersection Improvements. Project No. CE0006- DES; CE0007-DES; CE0008-DES. Introduction: The intent of this agenda item is to authorize the City Manager to enter into an agreement with ETSI Group, LLC, of Houston, Texas, for professional services related to the design of traffic signals and related intersection improvements under the 2021 Highway Safety Improvement Program (HSIP) — Various Intersection Improvements for the not to exceed amount of$235,865.17. Background: The City of Port Arthur's (City)Public Works Department pursued a grant through the Texas Department of Transportation(TxDOT)to seek funds specifically for the use of transportation improvements. The City met the criteria established by the Texas Transportation Commission's 43 TAC, Rules 15.50-15.56 that describe responsibilities for participation in highway improvements and other transportation projects. Pursuant to Resolution No. 23-122,the City Manager entered into an Advance Funding Agreement(AFA) with the Texas Department of Transportation(TxDOT)for three projects at a cost of$1,095,916.00. The City has identified the three projects as the intersections of 9th Avenue at Turtle Creek Drive;9th Avenue at Procter Street; and Woodworth Boulevard at Procter Street as needing traffic signals and related intersection improvements. ETSI Group, LLC, (ETSI) of Houston, Texas, proposes to design the necessary plans, specifications, and provide bid documents and estimates for the complete installation of the three traffic signals and their intersections. Construction management is also included in this proposal. ETSI had previously provided "Remember,we are here to serve the Citizens of Port Arthur" 444 4t Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 S:\Engineering\PUBLIC WORKS\PW ENGINEERING\C I P PROJECTS\Year 2024\HSIP TRAFFIC SIGNAL PROJECT\Design Agreement\Agenda Memo ETSI Design Agrmt.docx professional services associated with the City's Traffic Light Installation at Gulfway Drive at Bluebonnet Avenue. The Engineering Department selected their firm again because of their experience, knowledge, and expertise. Budget Impact: Funds are available from the Signal Systems Account No. 001-21-057-5321-00-70-000. Project Nos. CE0006-DES; CE0007-DES; CE0008-DES. Recommendation: It is recommended that the City of Port Arthur's City Council approve PR No. 23594 authorizing the City Manager to enter into an agreement with ETSI Group, LLC, of Houston, Texas, for professional services related to the design of traffic signals and related intersection improvements under the 2021 Highway Safety Improvement Program (HSIP) — Various Intersection Improvements for the not to exceed amount of $235,865.17. PR No. 23594 2/1/2024 mje Page 1 of 4 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH ETSI GROUP, LLC, OF HOUSTON, TEXAS, FOR PROFESSIONAL SERVICES RELATED TO THE DESIGN OF TRAFFIC SIGNALS AND RELATED INTERSECTION IMPROVEMENTS UNDER THE HIGHWAY SAFETY IMPROVEMENT PROGRAM FOR THREE INTERSECTIONS, FOR THE NOT TO EXCEED AMOUNT OF $235,865.17. FUNDS ARE AVAILABLE IN THE CAPITAL PROJECT ACCOUNT NO. 307-21-049-8522-00-10- 000, PROJECT NUMBER CE0002-DES. WHEREAS, the City of Port Arthur's Public Works Department pursued a grant through TxDOT to seek funds specifically for transportation improvements; and, WHEREAS, the City of Port Arthur met the criteria established by the Texas Transportation Commission's 43 TAC, Rules 15.50-15.56 that described the responsibilities under the 2021 Highway Safety Improvement Program (HSIP) — Various Intersection Improvements; and, WHEREAS, the City identified the following three traffic signal intersections that qualified - 9th Avenue at Turtle Creek Drive (0920-38-294); 9th Avenue at Proctor Street (0920-38-295); and Woodworth Boulevard at Procter Street (0920-38-296); and, WHEREAS, pursuant to Resolution No. 23-122, the City Manager entered into an Advance Funding Agreement (AFA) with the Texas Department of Transportation (TxDOT) for the three traffic signal intersections for the amount of $1,095,916.00; and, WHEREAS, ETSI Group, LLC, (ETSI) of Houston, Texas, Texas, has submitted a proposal to design the necessary plans, specifications, and provide estimates for the complete installation of the three traffic signals and their intersections for the amount of $235,865.17, see Exhibit A; and, PR No. 23594 2/7/2024 mje Page 2 of 3 WHEREAS, ETSI was selected by the Engineering Department's staff because of their expertise and previous work on the Traffic Signal Installation at Gulfway Drive (Highway 87) at Bluebonnet Avenue; and, WHEREAS, approval of entering into this agreement with ETSI Group, LLC, (ETSI) of Houston, Texas, is, hereby, deemed an appropriate action; 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; and, THAT, the City of Port Arthur has met the criteria established by the Texas Transportation Commission's 43 TAC, Rules 15.50-15.56 that described the responsibilities under the 2021 Highway Safety Improvement Program (HSIP) — Various Intersection Improvements; and, THAT, ETSI Group, LLC, (ETSI) of Houston, Texas, has submitted a proposal to design the necessary plans, specifications, and provide estimates for the complete installation of the three traffic signals and their intersections for the amount of $235,865.17; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of , A.D. 2024 at a meeting of the City of Port Arthur, Texas, by the following vote: Ayes: Mayor: Councilmembers: PR No. 23594 2/7/2024 mje Page 3 of 3 Noes: Thurman "Bill" Bartie Mayor ATTEST: Sherri Bellard, TRMC City Secretary APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: Valecia Tize , s Ronald Burton, CPM City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: *1 Ly4d2i ' Lyn" Boswell, M.A., ICMA-CM Director of Finance John C nn tella, PE City E i eer (itgkt4J/P/A: Clifton Williams, CPPB Purchasing Manager EXHIBIT A ETSI Group LLC 5300 Hollister, Suite 220 Houston, Texas 77040 Tel. (713) 956-9601 Fax: (713) 956-9667 February 1, 2024 Mr. John Cannatella, P.E. City Engineer City of Port Arthur 444 4th Street, 3rd floor Port Arthur, Texas 77640-6450 Re: Proposal for design of traffic signals and related intersection improvements at three intersections in the City of Port Arthur: 1) 9th Avenue at Turtle Creek Drive 2) 9th Avenue at Proctor Street 3) Woodworth Boulevard at Proctor Street Dear Mr. Cannatella: As per your request, we are pleased to submit the following fee proposal to provide engineering services for the improvements of the above three intersections. The following exhibits are included: Exhibit A - Services of ETSI Group LLC. Exhibit B - Services of Surveyor Exhibit C - Proposed Timeline Schedule for Design Phase Exhibit D - Proposed Budget Breakdown ETSI will produce the necessary plans, specifications and quantity estimates (ready bid documents) for the complete installation of three traffic signals and related intersection improvements. The signal design will be conducted in accordance with the with City of Port Arthur and TxDOT requirements. Please review our proposal and advise if you concur or if you require further adjustments. Thank you very much for giving us the opportunity to assist you. Sincerely, 1//1H—. Harry C. Simeonidis, P.E., Principal Attachments EXHIBIT "A" SCOPE OF SERVICES TRAFFIC ENGINEERING AND DESIGN SERVICES Traffic Signal Design at three intersections in the City of Port Arthur, Texas: 1) 9th Avenue at Turtle Creek Drive 2) 9th Avenue at Proctor Street 3) Woodworth Boulevard at Proctor Street Project Understanding The traffic signals at the above three intersections are outdated and do not meet current standards. Accordingly, the City of Port Arthur decided to replace the traffic signals and make necessary intersection improvements to meet current City and TxDOT Standards. That would include pedestrian accessibility standards. 9th Avenue at Turtle Creek Drive - Turtle Creek Drive is a significant collector street that serves commercial and residential traffic and provides access to US 96 about half a mile from the intersection. 9th Avenue is also a significant collector street that runs parallel to US 96. The development adjacent to the intersection is composed of retailers and gas stations at the intersection corners. The existing signal equipment at the intersection is composed of a Z-pattern span wire, which shows its age. Pedestrian indications and push buttons are non-existent. Curb ramps are in poor condition and do not meet current accessibility slope or configuration standards. New ramps and curb radii would need to be constructed. The existing concrete pavement in the vicinity of the intersection is in good condition. However, there are areas with curb damage that would need repair. Pavement markings are in poor to fair condition and will need to be refreshed. There are street lights present on the east side of 9th Avenue (assuming 9th Ave runs north south). These only partially cover the intersection. Thus, new safety lighting will need to be installed as part of the intersection improvements. There are drainage inlets at every corner that appear to be in fair condition. 9th Avenue is composed on two lanes plus a left turn bay in each direction, divided by a 35' wide median. The left turn bays are offset by significant distance across the intersection. Turtle Creek is not divided at its approach to 9th Avenue, but does contain two lanes plus a left turn bay in each direction. The left turn bays are line up fairly well across the intersection. It should be noted that well lined up opposing left turn bays provide more flexibility with signal phasing sequencing options (lead-lead, lead-lag, lag-lead, lag-lag). Offset opposing left turn bays obstruct visibility of through vehicles, thus limiting signal sequencing options (lead-lag, lag-lead). Thus, it is recommended that the median noses be adjusted to shift the left turn bays closer to the centerline of 9th Avenue, so that they line up in a way that do not obstruct visibility of through vehicles. From cursory field reviews, it appears that there are several underground utilities, including water and sanitary lines, as well gas and communications lines. No overhead power lines are present. 9th Avenue at Proctor Street - Procter Street is a minor collector street with one lane in each direction, plus turn bays. The street alignment is not straight across 9th Avenue, posing some limitations to the lane assignments. 9th Avenue is also a collector street with one lane in each direction and turn lanes. Its alignment is straight across Procter Street. The development in the vicinity of the intersection is composed of mainly of residences. On the southeast corner of the ETSI Group LLC 2 intersection (assuming 9th Avenue runs north and south) is Breath of Life Ministry church. Its only access to its parking lot is via a driveway on Dixie Drive. This is a local street that Tees into Procter Street at skew, about 120' from the intersection. In order to eliminate a significant number of conflicting movements resulting of the close proximity of Dixie Street to the intersection, some geometric modifications will need to be made. Such modifications may include the relocation of the church driveway. The existing signal equipment is composed of one diagonal span wire mounted on wood poles, supporting vertical combination heads. The signal controller is mounted on one of the wood poles appearing to be also a power pole. Pavement markings are in poor to fair condition. Lane widths do not meet current standards and will need to be adjusted, especially the eastbound right turn lane, which is less than 9' wide. The existing pavement has been overlaid with asphalt and is in poor condition. Pavement repairs will not suffice to meet current safety and accessibility standards. Removal of the top course and replacement with new ACP is recommended for a distance no less than 100' from the intersection. Existing curb ramps are in poor condition and do not meet current slope or accessibility standards. They will need to be reconfigured along with areas of broken curbs. There are several drainage inlets adjacent to each corner of the intersection, which will need replacement due to their poor condition. Street lights are present on the wood poles. However, new safety lights will be necessary, since the old signal equipment will be removed. Tree trimming at the intersection may also be necessary to eliminate visibility obstructions. There are several underground utilities that will need to be adjusted or avoided when designing the new improvements. There are also overhead power lines that run along the south side of Procter Street and the west side of 9th Avenue. These lines may need to be raised so that conflicts with proposed signal equipment can be avoided. Woodworth Boulevard at Proctor Street - Woodworth Boulevard is a major arterial, as its northward extension becomes the US 96 freeway. It is composed of a four lane divided cross section, with curb and gutter. Its median width varies from 30' to 50'. Procter Street is a major collector with a four lane undivided cross section and curb and gutter. Turn lanes are present on both roadways. The existing signal equipment is composed of a box span wire mounted on wood poles. The signal is outdated and will require replacement. Development in the vicinity of the intersection is composed of a gas station on the northwest corner (assuming Woodworth to run north south), a site on the northeast corner that appears to be in early stages of some type of construction, Rose Hill Park on the southeast corner and a vacant lot on the southwest corner. The presence of the park may necessitate the establishment of a "No Parking" zone at the intersection approaches to make sure there is no interference to intersection traffic movements. City of Port Arthur officials indicated that Woodworth Boulevard will be improved in the near future and will include pavement reconstruction within the intersection. The existing pavement on the Procter Street approaches are in fair condition with some serious longitudinal cracks. These will need to be repaired or have the entire approach rehabilitated. Curb ramps at the corners are substandard and will need replacement along with the adjacent sidewalks and curb lines. Pavement markings are in fair condition. However, they will need replacement once a new pavement is built. There are street lights that illuminate the intersection on all four corners. These may need to be replaced as part of the new intersection improvements. It is assumed that the new roadway project will replace drainage inlets as well. ETSI Group LLC 3 There are several underground utilities, including water, sewer and gas lines. There are also overhead power lines along the south side of Procter Street. A new luminaire (southeast corner) and a sign monument are currently under construction (south Woodworth median). The proposed traffic signal and related intersection improvements would include: • Mast arm mounted traffic signals (ornamental type); • Underground conduits and cables; • Underground Utility adjustments, as needed; • Overhead Power Line adjustments, as needed; • Radar vehicle detection system; • Underground electrical service pedestal; • Safety Lighting (ornamental type) • Controller with communication devices to meet future intercommunication requirements by the City of Port Arthur (i.e., cellular modem); • Controller cabinet on new foundation; • Pedestrian poles (ornamental type) with accessible pedestrian signals and push buttons; • Curb ramps and cross walks that meet ADA, TDLR and Accessibility standards; • Reconstructed curb lines and gutters within the influence of the intersection, if needed; • Pavement rehabilitation at least 100' on each leg of the intersection where needed. • Replacement of drainage inlets if needed; • Access management and geometric improvements to reduce conflicting movements within the intersection (Procter at 9th). This may include relocation of the Church driveway and reconfiguration of the Procter at Dixie T-intersection; • Median adjustment to accommodate improved left turn movements (9th at Turtle Creek) • Overhead illuminated signs; • Ground mounted signs; • New Pavement markings in the vicinity of the intersection ETSI Group LLC's (ETSI) work effort will cover a "Basic Scope of Services" that spans over the three phases of the project implementation process, plus "Additional Services". These are described below: BASIC SERVICES 1. Phase I: Design a. Topographic Surveys b. Traffic Signal and Intersection Improvements (Plans, Specifications and Estimates) 2. Phase II: Contract Letting 3. Phase III: Construction a. Construction Staking b. Construction Administration c. Project Close Out d. Record Drawings ADDITIONAL SERVICES 1. Phase I: Design ETSI Group LLC 4 a. Corner Clip Parcels b. Changes in the Drawings 2. Phase III: Construction a. Construction support services BASIC SERVICES SCOPE OF WORK PHASE I - DESIGN A. Topographic Surveys Develop a topographic map of the vicinity of the intersection, adequate to support the signal design: • Collect Topographic Data • Conduct Property and Utility Search • Produce signed and sealed Topo maps • Produce signed and sealed Utilities maps Detailed description of the topographic surveys is provided in SOUTEX's Scope of Services in Exhibit B. B. Traffic Signal and Intersection Improvements ETSI will prepare plans, specifications and construction cost estimates for the installation of fully actuated traffic signals and related intersection improvements to include pavement rehabilitation, drainage inlet replacement, curb and sidewalk reconstruction, geometric adjustments as needed. Design drawings will be prepared at an appropriate scale on 11x17 sheets. The following tasks will be covered: B1. Field Investigation and Data Assessment ETSI will conduct field investigations at the above listed intersections and record pertinent design information as well as identify potential design issues: • Identify Existing conditions that affect constructability • Locate existing utilities and their potential conflicts • Identify any observable sight distance restrictions • Assess existing pavement conditions and review vehicle detection systems • Identify safety lighting requirements • Review existing pavement markings • Review and assess temporary signal equipment • Prior to visiting, review and assess crash records • Identify potential locations for signal equipment • Identify and evaluate existing Bus Stop locations. Make recommendation for relocation if necessary • Identify curb and gutter failures ETSI Group LLC 5 • Identify drainage inlet failures • Identify driveway failures • Observe current traffic operations and identify safety and congestion issues B2. General Notes for Traffic Signal Installation and Intersection Improvements ETSI will prepare the general notes for traffic signal installation that conform to TxDOT requirements. The general notes will be placed on a separate sheet. B3. Basis of Estimate and Quantities ETSI will prepare Basis of Estimate sheet listing all bid items and corresponding quantities for the intersection improvements. The Basis of Estimate sheet will show quantities for pay items and also quantities that are not paid directly, but are incidental to other pay items. B4. Condition Diagram ETSI will collect and review record drawings from The City of Port Arthur that depict the existing intersections. Features from the topographic maps will be referenced on this sheet, along with intersection geometry, right of way, existing traffic controls, drainage facilities, signing striping and utilities. Information from these drawings will be verified in the field and then incorporated into the condition diagram sheet. The condition diagram sheet would conform to TxDOT Signal Design practices and as required by The City of Port Arthur. B5. Proposed Signal Plan Layouts ETSI will setup a proposed signal layout sheets that will show the proposed geometry of the subject intersections along with the basic elements of the signal design, such as location of signal poles, pedestrian poles, curb ramps, cross walks and service pole location, in accordance with TxDOT Signal Design practices and as required by The City of Port Arthur. The proposed layouts will also show existing features to remain, existing features to be removed and proposed new equipment to be installed by the contractor. In addition, the plan layouts will include safety lighting to cover the intersection. At the 50% completion level, ETSI will organize a field meeting with all stakeholders involved, including all related utility companies. At this meeting, constructability of the improvements will be assessed and any obstacles will be addressed by the responsible parties. This may include commitments by the utility representatives to adjust their facilities if in conflict with proposed improvements. Along with the 90% completed plans, ETSI will submit to the City of Port Arthur, a Utilities Conflict Table to show all utilities in conflict with the proposed improvements that would need to be adjusted. ETSI Group LLC 6 B6. Signal Phasing and Timing ETSI will develop interim traffic signal phasing and timing plans (one per intersection) for a typical weekday. These plans will need further refinement by the City of Port Arthur based on field conditions after the signal installation. B7. Electrical and Detector Schedules and Other Details ETSI will prepare a separate sheets with tables, depicting the electrical connections of all cables within the signalized intersections. The tables will show conduit and cable runs connecting the proposed signals and other equipment. The tables will also show quantities for each run. On the same sheets, detector schedules will be presented to show how each signal phase would be detected. Radar detection systems will be implemented as required by TxDOT. Presented on the same sheet, other details will include: proposed signal head indications, proposed pedestrian head indications, proposed accessible pedestrian push button stations, proposed overhead regulatory signs, proposed overhead street name signs, proposed signal pole and foundation details, controller foundation details, pedestrian pole and foundation details, electrical service details, etc. B8. Traffic Signal Elevations ETSI will prepare layouts that show the proposed signal pole elevations viewed from the various approaches of each of the intersections. Various details and dimensions will be shown to ensure visibility of all vehicular and pedestrian signal heads. B9. Geometric Improvements, Curb Ramps, Sidewalks and Driveways In order to improve traffic flow, minimize conflict points and meet current ADA, TDLR and Accessibility standards, various improvements will need to be constructed, such as geometric adjustments to medians, driveway relocations, placement of traffic islands, reconstructing driveways, sidewalks and curb ramps. ETSI will develop layouts showing the proposed geometric improvements, reconstructed driveways, curb and gutter, sidewalks and curb ramps to improve accessibility and safety. Typical cross sections will be included to show details for all concrete work. B10. Pavement Rehabilitation ETSI will prepare layouts showing plan views and cross sections of the areas requiring pavement rehabilitation. The plans will show existing top surface of pavement to be removed, existing drainage inlets to be replaced, new ACP surface course, adjustments to manholes and water valves, as well as drainage inlets to be replaced. Separate grading plans will be developed for each intersection showing elevations to ensure proper drainage. ETSI Group LLC 7 Quantities by pay item will be included separate for each intersection. B11. Intersection Signing, Pavement Markings ETSI will develop a pavement markings and signs layouts that will show proposed cross walks, stop bars, lane lines and lane assignment markings as needed. In addition, the layouts will show proposed ground mounted signs to support the operation of the signal and to provide advance information to approaching drivers. The proposed pavement markings will extend about 200' from the intersection on each approach. B12. Standard Sheets ETSI will select a set of TxDOT standard sheets as they apply to the signal design and will include them in the plan set. ETSI may modify the TxDOT standard sheets to fit the conditions of the design. ETSI will also prepare the drill shaft tables on the TSFD standard sheet as well as the shipping parts list on the SP/SMA standard sheets. The standard sheets will depict construction details for signal equipment and safety lighting. B13. Specifications List and Cost Estimate ETSI will prepare a list with all pertinent specifications and special provisions as they relate to the above tasks. ETSI will also prepare cost estimates using TxDOT Beaumont District's average bid prices. B14. Utility Coordination and Meetings ETSI will identify all conflicting utilities above and below ground and depict them on the topographic maps. ETSI with assistance from the City of Port Arthur will contact conflicting utilities and submit preliminary design plans for review and to obtain approval/signatures on the plans as required. ETSI will request from the utility companies to adjust their facilities prior to the signals construction. ETSI will prepare a utility conflict table with contacts information. ETSI with assistance from the City of Port Arthur will contact the local power company for electrical service requirements at each of the above intersections. ETSI will meet with the power company's representative to discuss and agree on the proper location of the Service Outlet Location, identifying where and how power will be provided to each intersection. In addition, ETSI will discuss with power company if any power pole adjustments or raising the power lines will be necessary. Upon Notice to Proceed, ETSI will contact Signal Pole and Controller Manufacturers to determine availability and lead time of equipment delivery including ornamental signal poles. ETSI Group LLC 8 ETSI will participate in three (3) coordination meetings with The City of Port Arthur and multiple video conferences as needed. DELIVERABLES • ETSI will submit 50% and 90% plans for Review to the City of Port Arthur and TxDOT. After addressing the 90% comments, ETSI will prepare the Final Signed and Sealed Plans, Specifications and Cost Estimate. • The PS&E package will be submitted to the City of Port Arthur in paper and electronic format as requested (size 24x36 or 11x17 or both). AUTOCAD files of all drawings will also be submitted in the final submittal, along with electronic versions of all documents. • A Bid tabulation booklet will be submitted with applicable general notes and special specifications as they apply, in electronic and paper format. Standard TxDOT specifications will not be included, as they are readily available in TxDOT's web site. • Engineer's construction cost estimate, in electronic and paper format. PHASE II - Contract Letting ETSI will assist The City of Port Arthur during the bidding process to interpret the plans and to collect and summarize the bids from contractors. ETSI will participate in pre-bid conference and address contractor's questions. ETSI will amend bid documents, if necessary and resubmit to the City. ETSI will review, tabulate and assess collected bids. Check to make sure bid prices conform to latest TxDOT average bid prices for the Beaumont District. ETSI will rank bids and issue an opinion to the City with the qualified lowest bidder. PHASE III - Construction A. Construction Staking ETSI through its subconsultant SOUTEX will provide construction staking prior to beginning of the signal construction. Work will include: • Stake ROW lines • Stake project baseline • Stake proposed signal poles locations • Stake proposed controller foundation location • Stake proposed service drop location ETSI Group LLC 9 B. Construction Administration ETSI will review shop drawings and submittals of materials and equipment to be installed by the contractor for conformance to TxDOT standards. ETSI will comment, approve or reject such submittals as necessary. C. Project Close out ETSI will assist The City of Port Arthur with the Project Close Out process. ETSI will schedule a final walk through with City's and Contractor's representatives and address the items that need correction. After acceptance of the final corrections and upon contractor's request for Certificate of Completion, ETSI will issue the Engineer's Certificate of Completion and recommend release of the contractor's retainage. D. Record Drawings Upon issuance of the Substantial Completion Certificate, ETSI will assemble all marked up project drawings from the contractor. ETSI will update the design drawings showing all changes to reflect the actual location of all installed equipment. ETSI will submit to The City of Port Arthur original signed and sealed Record Drawings in paper and electronic (AUTOCAD) format, along with the contractor's red lined drawings. ADDITIONAL SERVICES PHASE I - DESIGN During the design process ETSI will also provide the following additional services on "As Needed" basis upon written authorization from The City of Port Arthur: A. Corner Clip Parcels If new ROW is required, ETSI through its subconsultant SOUTEX will provide meets and bounds descriptions, for Right of Way acquisition, or easements. Provide parcels staking for ROW or easements. B. Changes in the Drawings ETSI will make changes in the drawings requested by the City, which are outside the scope of services, or which the City determines not to be part of the basic services. ETSI Group LLC 10 PHASE III - CONSTRUCTION A. Construction Support Services ETSI will provide Construction support services on as needed basis and as requested by The City of Port Arthur. The following list includes some of the services that may be provided: • Organize and Conduct Pre-Construction Field Conference, address any issues raised by contractor. • Review and respond to Requests for Information by the contractor. If during construction a certain conflicts are discovered, ETSI may revise the design to fit field conditions. Accordingly, ETSI may conduct field investigations and provide revised design plans to the City and Contractor. • Prepare change orders, or work order directives as necessary • Review lab test results • Review construction schedule and compare with contractor's progress • Review, approve or reject contractor's monthly payment applications • Conduct monthly field reviews to assess conformance to design standards • Conduct Substantial Completion field review and prepare report to the City. The above services do not include construction management or inspection services. SERVICES TO BE PROVIDED BY CITY OF PORT ARTHUR • Provide preliminary and final reviews of the bid documents • Furnish hard copies and electronic versions of the record drawings, to include all existing utilities, as well as the roadway design with all related reference files, including TxDOT proposed improvements. • Provide design speeds if different from current speed limits • Assist ETSI in identifying and resolving utility conflicts. • Assist ETSI with securing power service and adjusting power lines as necessary. • Provide coordination and communication for the progress of the design work among all parties involved. • Provide other information or assistance as circumstances require. ETSI Group LLC 11 PROPOSED TIMELINE SCHEDULE Design Phase ETSI will produce 50% complete plans for City of Port Arthur's review and comments within six (6) weeks of the notice to proceed. At the same time ETSI with assistance from The City of Port Arthur will arrange a field meeting among all stake holders, including power company and other utilities to confirm location of signal equipment and to make adjustments to the design as needed. ETSI will submit paper and/or electronic copies of the plans to all parties involved. ETSI can produce 90% complete drawings within four (4) weeks after the 50% field review meeting. The 90% complete plans will be submitted to the City of Port Arthur for review. After receipt of the 90% review comments, ETSI can produce 100% complete drawings within two (2) weeks. ETSI will submit a hard copy and electronic version of all work performed to The City of Port Arthur. Exhibit C shows the timeline schedule for the Design Phase. Construction Phase The duration of Construction largely depends on the contractor. ETSI has no control over contractor's priorities or schedules. ETSI based on past experience estimates that construction should be completed in about (12) weeks, assuming all materials are at the contractor's possession. FEE SCHEDULE ETSI proposes to conduct the Basic Services for a lump sum fee of $235,865.17. ETSI proposes to conduct the Additional services for a Not to Exceed fee of $47,173.03. ETSI will invoice The City of Port Arthur monthly, on a percent complete basis. Exhibit D shows ETSI's proposed fee schedule, broken down by task. ETSI acknowledges that The City of Port Arthur has the right to stop and restart the project at any time without any additional costs. ETSI Group LLC 12 TBPE Firm No. F-5755 TBPLS Firm No.ioi23800 OUTE LA EF.00057ii 3737 Doctors Drive SURVEYORS&ENGINEERS Port Arthur,Texas 77642 Office(409)983.2004 Fax(409)983.2005 PROFESSIONAL SURVEYING SERVICES PROPOSAL Signal Design Multiple Locations City of Port Arthur November 16, 2023 Request made by: Harry C. Simeonidis, P.E. ETSI Group LLC 5300 Hollister, Suite 220 Houston, Texas 77040 Ph. (713)956-9601 hsimeon©etsiteam.com Services Requested: Surveying and Project Support at 9th Avenue @ Turtle Creek Drive, 9th Avenue @ Procter Street, and Woodworth Blvd @ Procter Street Services will be as follows: 1. Phase I Topographic Survey A. This will include the necessary field work to locate monumentation representing right- of-ways and adjoining ownership along each leg of the above intersections (400 ± feet). B. Perform Necessary fieldwork to locate improvements such as concrete pavement for roadways and sidewalks including radiuses of turnouts, expansion joints and/or construction joints, driveway cuts, utilities such as manholes, inlets, storm drains and sewer lines, water lines, fire hydrants, power poles, overhead and above ground transformers, light poles, wheelchair ramps, pavement markings, and other above ground features such as vegetation, plantings, trees and shrubs. C. Survey and locate all overhead utilities providing clearances including private utility lines which may be in conflict with proposed equipment such as signal poles, masts arms and/or span wire systems. D. Perform Texas One Calls for utility locates, coordinate activities with company representatives confirming ticket numbers and locates. E. Set base line at 100' intervals as directed by engineer. F. Make contact with pipeline companies and/or agencies if applicable, information regarding company's representative, and pipelines will be placed on final drawings. G. Provide an Existing Utilities Drawing with Signed & Sealed All information will be provided on D-size sheets, 1"= 20 feet for full size drawings and 1" = 40' for half size drawings 11" x17". Data will be collected with Robotic Total Station GPS RTK Surveying and UAS High-definition Imagery. All points will contain a 3-dimensional value and process using AUTO CADD Civil 3D 2022 with associated line work. Cost for Phase I Topographic Surveying will not exceed $ 14,800.00 Start Date: Work will begin within 3 days of notice to proceed and completed within 30 working days. 2. Phase II Construction Staking Upon authorization of ETSI, Soutex will establish control points for base line and/or center line control if needed and/or set points of all equipment and/or utility work by using the drawing file and RTK surveying methods. This work will include the location of all traffic poles, pedestrian poles and controller foundations and proposed corner cuts for signal design. Cost for Phase II Construction Staking will not exceed $ 3,800.00 Work can begin within 1 working day and completed in 2 working days. 3. Parcel Plat with Description Services Corner clip parcels; this work will be to provide drawings with metes and bounds descriptions for exhibits A and B requiring right of way and/or easement areas in accommodating for the placement of new signal equipment. (Does not include recordation of documents). Cost for Parcel Plat with Description Services will not exceed $ 4,800.00 4. Utility Company Coordination During Construction Phase SOUTEX will provide support to work with utility companies during construction to help minimize conflicts. Cost for Support Services will not exceed $ 4,500.00 We appreciate the opportunity to provide you with this Proposal and look forward to working with you on this project. Billing will be monthly by percentage of work completed and invoices will be dur upon receipt. The undersigned parties to hereby declare that they have the authority to execute this contract on behalf of the party they represent. If you have any questions or concerns with regards to this Proposal, please do not hesitate to call. F r e Firm, For the Client, Ant ony M. 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