HomeMy WebLinkAboutPR 23945: WAYFINDING SIGNS FOR THE WAYFINDING AND MONUMENT SIGNAGE PROGRAM Cu lot
OJI rthur
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: October 1, 2024
To: The Honorable Mayor and City Council
Through: Ron Burton, CPM, City Manager
From: Chandra Alpough, CPM, CPRP, Director of Parks and Recreation
RE: P.R. 23945 —Acceptance of Close Out Documents Submitted by Preferred
Facilities Group—USA, LLC for the Construction of Wayfinding Signs for the
Wayfinding and Monument Signage Program
Introduction:
The intent of this Agenda Item is to request the City Council's approval of P.R. No. 23945
authorizing the acceptance of close out documents submitted by Preferred Facilities Group —
USA, LLC of Port Arthur, Texas and approve the release of retainage in the amount of
$58,993.52 for the construction of wayfinding signs for the wayfinding and monument signage
program for the City of Port Arthur.
Background:
Pursuant to Resolution No. 23-095,the City of Port Arthur entered into a contract with Preferred
Facilities Group—USA, LLC of Port Arthur, Texas for the construction of wayfinding signs for
the wayfinding and monument signage program for the City of Port Arthur. Pursuant to
Resolution No. 24-100, Change Order No. 1 was approved,decreasing the cost by removing the
railroad signage from the scope of work ($120,559.61), extending the contract by 80 days,
installing landscape edging around the City Hall sign ($747.00), installing concrete turndowns
on the signs on Hwy 365 and Gulfway Drive ($10,569.00), decreasing the cost by installing
stone look panels instead of concrete columns($2,447.00)which decreased the contract amount
by $111,690.61 for a new projected budgetary impact of $1,125.439.79 and extending the
contract time by 80 days. Pursuant to Resolution No. 24-144, Change Order No. 2 was approved
to remove the existing City Hall sign, enlarge the font size and add the address to the sign
increasing the contract by $9,730.00 and to extend the contract time by 21 additional days.
Pursuant to Resolution No. 24-298, Change Order No. 3 was approved, to fabricate backplates
for the existing primary and secondary monument signs in the amount of$24,500.00, perform
water line taps at the monument signs located at 2838 Highway 365 in the amount of$18,300.00
and 444 4th Street in the amount $1,900.00 increasing the contract amount by $44,700.00 for a
new projected amount of$1,179,869.79.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
The construction of the wayfinding signs is complete and the retainage of$58,993.52 has been
requested by Preferred Facilities Group —USA, LLC of Port Arthur, Texas who has submitted
close out documents for this request.
Budget Impact:
Funding in the amount of$58,993.52 is available in($51,487.04 is available in Account
Number 140-00-000-2050-00-00-000 and $7,506.48 is available in Account Number 307-00-
000-2050-00-00-000 Project Number PR0009-OTH).
Recommendation:
It is recommended that the City Council approve P.R. No. 23945 authorizing the acceptance
of close out documents submitted by Preferred Facilities Group —USA, LLC of Port Arthur,
Texas and approve the release of retainage in the amount of$58,993.52 for the construction of
wayfinding signs for the wayfinding and monument signage program for the City of Port
Arthur.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
P.R.No. 23945
10/01/2024 ca
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ACCEPT CLOSE OUT
DOCUMENTS SUBMITTED BY PREFERRED FACILITIES GROUP —USA, LLC OF PORT
ARTHUR, TEXAS, AND APPROVE THE RELEASE OF RETAINAGE IN THE AMOUNT
OF $58,993.52 FOR THE CONSTRUCTION OF WAYFINDING SIGNS FOR THE
WAYFINDING AND MONUMENT SIGNAGE PROGRAM FOR THE CITY OF PORT
ARTHUR; $51,487.04 AVAILABLE IN ACCOUNT NUMBER 140-00-000-2050-00-00-000
AND $7,506.48 AVAILABLE IN 307-00-000-2050-00-00-000 PROJECT NUMBER PR0009-
0TH
WHEREAS, pursuant to Resolution No. 23-095, the City of Port Arthur entered into a
contract with Preferred Facilities Group —USA, LLC of Port Arthur, Texas for the construction
of wayfinding signs for the wayfinding and monument signage program for the City of Port
Arthur with a projected budgetary impact of$1,237,130.40; and,
WHEREAS, pursuant to Resolution No. 24-100, Change Order No. 1 was approved,
decreasing the cost by removing the railroad signage from the scope of work ($120,559.61),
extending the contract by 80 days, installing landscape edging around the City Hall sign
($747.00), installing concrete turndowns on the signs on Hwy 365 and Gulfway Drive
($10,569.00), decreasing the cost by installing stone look panels instead of concrete columns
($2,447.00), decreasing the contract amount by $111,690.61 for a new projected budgetary
impact of$1,125,439.79 and extending the contract time by 80 days; and,
WHEREAS, pursuant to Resolution No. 24-144, Change Order No. 2 was approved, to
remove the existing City Hall sign, enlarge the font size and add the address to the sign
increasing the contract amount by $9,730.00 and to extend the contract time by 21 additional
days; and,
WHEREAS, pursuant to Resolution No. 24-298, Change Order No. 3 was approved to
fabricate backplates for the existing primary and secondary monument signs in the amount of
$24,500.00 and to perform water line taps at the monument signs located at 2838 Highway 365
P.R.No. 23945
10/01/2024 ca
for $18,300.00 and 444 4th Street for $1,900.00, thereby increasing the contract amount by
$44,700.00 for a new total of$1,179,869.79; and,
WHEREAS, Preferred Facilities Group —USA, LLC of Port Arthur, Texas has submitted
the Certificate of Substantial Completion dated September 25, 2024 and the work to which the
Certificate applies has been inspected, authorized, and declared to be complete in accordance
with the contract documents and made a part hereof as Exhibit "A"; together with the
Contractor's Certificate and Release (Exhibit `B"), the Contractor's Certificate of Warranty
(Exhibit"C"), and Contractor's Certificate of Debts Paid(Exhibit"D"); and,
WHEREAS, the retainage for the project is 5% of the work completed and billed, the
Release of Retainage has been submitted by Preferred Facilities Group — USA, LLC of Port
Arthur, Texas, for the amount of$58,993.52 (Exhibit"E"); and,
WHEREAS, Preferred Facilities Group—USA, LLC of Port Arthur, Texas has completed
the contracted project to the satisfaction of the Parks and Recreation staff(Exhibit"F"); and,
WHEREAS, approval of the acceptance of the Close Out Documents, and Release of
Retainage is herein deemed an appropriate action; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council hereby authorized the City Manager to hereby
accept the Certificate of Substantial Completion dated September 25, 2024 (Exhibit "A"),
together with the Contractor's Certificate and Release (Exhibit `B"), the Contractor's Certificate
of Warranty (Exhibit "C"), the Contractor's Certificate of Debts Paid (Exhibit "D") and
Certificate of Completion(Exhibit"F").
Section 3. That the Release of Retainage by paid to Preferred Facilities Group —
USA, LLC of Port Arthur, Texas in the amount of$58,993.52 (Exhibit"E").
P. R.No. 23945
10/01/2024 ca
Section 4. That the City Manager of the City of Port Arthur is hereby authorized to
execute on behalf of the City of Port Arthur a Certificate of Acceptance (Exhibit "G") for the
construction of wayfinding signs for the wayfinding and monument signage program for the City
of Port Arthur.
Section 5. 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 , A.D., 2024, at a
Regular Meeting of the City Council of the City of Port Arthur, by the following vote:
AYES: (Mayor)
Councilmembers:
NOES:
Thurman"Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
Roxann Pais Cotroneo, Esq.
City Attorney
P. R.No. 23945
10/01/2024 ca
APPROVED FOR ADMINISTRATION:
Ron on, P
City Manager
I1f
Chandra Alpough, CPM, CP'J'
Director of Parks and Recreation
APPROVED AS TO AVAILABILITY OF FUNDS:
-' / - 4k/AV
Lynda :oswell
Director of Finance
" L
Clifton Williams, CPPB
Purchasing Manager
P. R.No.23945
10/01/2024 ca
EXHIBIT "A"
CERTIFICATE OF SUBSTANTIAL COMPLETION
Purchase Order No.: 23-095/23-1004
Project Name: COPA Wayfinding Signs
Contractor: Preferred Facilities Group
Description of Work: Wayfinding signage, landscape,and irrigation
The work performed under this contract has been reviewed and found to be substantially complete.The
date of substantial completion is hereby established as September 25,2024.
KNOW ALL MEN BY THESE PRESENTS:
1.) The stage of construction where, in the opinion of the City of Port Arthur,all items of the work necessary
to enable the assets to be utilized without restrictions for the purpose for which the asset was constructed
have been completed;and
2.) All pay items are complete and all necessary testing as required by the Laws and Regulations and/or
Contract Documents have all been completed.
Punch List
All list of items to be completed or corrected, prepared by the CONTRACTOR and verified and amended by the
ENGINEER, is attached hereto.The failure to include any items on such list does not alter the responsibility of
the CONTRACTOR to complete all work in accordance with the contract documents.The CONTRACTOR shall
complete or correct the work on the list of items attached hereto within in 60 days from the above date of
substantial completion.The responsibilities shall be as set out in the Contract Documents or on the attached
hereto. If not specified in and an attachment or in the Contract Documents the CONTRACTOR is responsible for
maintenance, utilities and insurance.
M WaiioLey — i0•/"29
CONTRACTOR NAME SIGNATURE DATE
RECOMMENDED FOR ACCEPTANCE
Brandon Whittaker 09.30.2024
LANDSCAPE ARCHITECT GNATURE DATE
The City of Port Arthur accepts the work as Substantially Complete. City of Port Arthur, Department of Parks and
Recreation.
t U" ' Brandon Whittaker 10.16.2024
0 CT MANAGER SIGNATURE DATE
46An CCUn a f ti / d /G y
C Y ENGINEER SIGNATURE DATE
eit1Calara Melt 11 In Q1XY1EDIRECTOR OF PART SIGNATURE DAT
RECREATION
P. R.No.23945
10/01/2024 ca
EXHIBIT "B"
CONTRACTOR'S CERTIFICATE AND RELEASE
FROM: Preferred Facilities Group - USA
(Name of Contractor)
TO: City of Port Arthur
(Owner)
REFERENCE CONTRACT NO.: 23-095
CONTRACT ENTERED INTO THE 14th DAY OF March, 2023 BETWEEN THE
CITY OF PORT ARTHUR AND Preferred Facilities Group - USA
OF 501 Procter St#203, Port Arthur TX 77640 •
FOR THE PROJECT Wayfinding Signs
KNOW ALL MEN BY THESE PRESENTS:
1.) The undersigned hereby certifies that there is due from,and payable by, the Owner to the Contractor
under the contract and duly approve Change Orders and modification the balance of
$ 148,541.71
2.) The undersigned further certifies that in addition to the amount set forth in Paragraph 1, there are
outstanding and unsettled the following items which he claims are just and due and owing by the Owner
to the Contractor:
a. None
b.
c.
d.
(Itemize claims and amounts due,if none,so state)
3.) The undersigned further certifies that all work required under this contract, including work required under
Change Order(s)numbered 1-3 ,has been performed in accordance with the terms thereof, and that
there are no unpaid claims for materials, supplies, or equipment and no claims of laborers or mechanics
for unpaid wages arising out of the performance of this contract, and that the wage rates paid by the
contractor were in conformity with the contract provisions relating to said wage rates.
4.) Except for the amounts stated under Paragraphs 1 and 2 hereof,the undersigned has received from the
Owner all sums of money payable to the undersigned under, or pursuant to,the above-mentioned contract
or any modifications or changes thereof.
5.) That in consideration of the payment of the amount stated in Paragraph 1 hereof, the undersigned does
hereby release the Owner and Operator from any all claims arising under or by virtue of this contract,
except the amount listed in Paragraph 2 hereof due from the owner,provided however, that if any reason
the Owner does not pay the full amount stated in Paragraph 1 hereof, said deduction shall not affect the
validity of this release,but the amount so deducted shall be automatically included under Paragraph 2 as
an amount which the Contractor has not released but will release upon payment thereof. The Contractor
further certifies that upon the payment of the amount listed in Paragraph 2 hereof, and of an amount
which may be deducted from Paragraph 1 hereof,he will release the Owner and Operator from any and
all claims of any nature whatsoever arising out of paid contract modification thereof, and will execute
such further releases or assurances of the Owner and Operator may request.
1
IN WITNESS WHEREOF, the undersigned has signed and sealed this instrument this 3rd day of
October , 2024.
Preferred Facilities Group - USA
{SEAL} (Contractor)
BY: �(Signature)
Michael Waidley - Division Manager
(Printed Name/Title of Officer)
Michael Waidley ,being first duly sworn on oath, deposes and says, First, that,he/she is the
(Affiant)
Division Manager of Preferred Facilities Group - USA
(Title) (Name of Company)
Second, that he/she has read the foregoing certificate by him/her subscribed as Division Manager
(Title)
of Preferred Facilities Group - USA.
(Name of Company)
Affiant further states that the matters and things stated herein are true.
(Affiant)
Subscribed and sworn to before me this 3rd day of October 2024.
My commission expires 11/17/27
•
O� • con
LYNIDA CLIFTON NO Y,
2o�PpY P`e:
_Notary Public,State of Texas
+� Comm,Expires 11-17-2027
'',ii,°„ `s Notary ID 11799700
•
P. R.No.23945
10/01/2024 ca
EXHIBIT "C"
CONTRACTOR'S CERTIFICATE OF WARRANTY
FROM: Preferred Facilities Group - USA
(Name of Contractor)
TO: City of Port Arthur
(Owner)
REFERENCE CONTRACT NO.: 23-095
CONTRACT ENTERED INTO THE 14th DAY OF March, 2023 BETWEEN THE
CITY OF PORT ARTHUR AND Preferred Facilities Group - USA
OF 501 Procter St #203, Port Arthur TX 77640
FOR THE PROJECT Wayfinding Signs
KNOW ALL MEN BY THESE PRESENTS:
1.) Preferred Facilities Group - USA does hereby guarantee all of the work done under the
(Name of Contractor)
above referenced contract to be free from faulty materials in every particular, and free from improper
workmanship, and against injury from proper and usual wear; and agrees to replace or re-execute without
cost to the Owner and Operator such work as may be found to be improper or imperfect, and to make
good all damage caused to other work or materials due to such required replacement or re-execution.
2.) This guarantee shall cover a period of one(1)year from the date of acceptance of all work under this
contract by Owner, as evidenced by the Contractor's Certificate of Completion.
3.) This Certificate is given in connection with the final payment under the contract between the Owner and
Preferred Facilities Group - USA , and with the knowledge that it will be relied upon in
(Name of Contractor)
Making such payment and that such payment would not be made except upon the truth of the matter
contained in this affidavit.
IN WITNESS WHEREOF, the undersigned has signed and sealed this instrument this 3rd day of
October , 2024.
Preferred Facilities Group - USA
{SEAL} (Contractor)
BY:
(Signature)
Michael Waidley - Division Manager
(Printed Name/Title of Officer)
1-Warranty
Michael Waidley , being first duly sworn on oath, deposes and says, First,that,he/she is the
(Affiant)
Division Manager of Preferred Facilities Group - USA
(Title) (Name of Company)
Second, that he/she has read the foregoing certificate by him/her subscribed as Division Manager
(Title)
of Preferred Facilities Group - USA
(Name of Company)
Affiant further states that the matters and things stated herein are true.
(Affiant)
Subscribed and sworn to before me this _ 3rd day of October , 2024.
My commission expires 11/17/27
4)`54Y-1 40c1
J��`„VP4;�LBi LYNIDA CLIFTON NOTARY
�t
• Notary Public,State of Texas
Comm.Expires 11-17-2027
'• '''' Comm.
Notary ID 11799700
l
2-Warranty
P. R.No. 23945
10/01/2024 ca
EXHIBIT "D"
CONTRACTOR'S CERTIFICATE OF DEBTS PAID
PROJECT: Wayfinding Signs
LOCATION: Port Arthur, Texas
OWNER: City of Port Arthur
STATE OF TEXAS;
COUNTY OF JEFFERSON;
The undersigned hereby certifies that, except as listed below, payment has been made in full and all
obligations have otherwise been satisfied for all materials and equipment furnished for all work,labor,
and services preformed and for all known indebtedness and claims against the Contractor for damages
arising in any manner in connection with the performance of the Contract referenced above for which
the Owner's property might in a way be held responsible or encumbered.
Exceptions: None
Contractor: Preferred Facilities Group - USA , Texas
Signature:
Printed Name: Michael Waidley
Date: 10/3/24
Subscribed and sworn to before me this 3rd day of October , 2024.
My commission expires: 11/17/27
�.�`"Vn'�i,� LYNIDA CLIFTON ►&fa._
4
� ; t%Notary Public,State of Texas NOT Y
E� ` Comm.Expires 11.17-2027
01,,a,�'` Notary ID 11799700
P. R.No.23945
10/01/2024 ca
EXHIBIT "E"
CLARK CONDON
MEMORANDUM
TO: Chandra Alpough
City of Port Arthur
1308 9th Avenue
Port Arthur,TX 77640
FROM: Brandon Whittaker
DATE: September 30, 2024
PROJECT: COPA Wayfinding Signage
CCA PROJECT NO.: 120-056
DISTRIBUTION: Email
Chandra,
Transmitted for review and approval is application for Pay App No. 12 Retainage, dated September 13, 2024 in the
amount of$58,993.52 from Preferred Facilities Group-USA for the COPA Wayfinding Signs project.We recommend
payment of this application.
If there are any questions, please let me know.
Thank you,
Brandon Whittaker, PLA,
Senior Associate—Team Leader
END OF MEMO
10401 Stella Link Road I Houston, Texas 77025
713.871.1414 I 713.871.0888
CLARKCONDON.COM
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P. R.No. 23945
10/01/2024 ca
EXHIBIT "F"
CERTIFICATE OF COMPLETION
Date: October 4, 2024
Project: Construction of Wayfinding signs for the Wayfinding and Monument Signage
Program for the City of Port Arthur; Release of Retainage
To: All Concerned
I HEREBY CERTIFY THAT this project was completed on September 25, 2024 and that the
work was under periodic inspection during construction by myself City Inspectors. That to the
best of my knowledge, the project was constructed substantially in accordance with the plans
and specifications.
Submitted by:
i714--
Chandra Alpough, CPM, CPRP
Director of Parks and Recreation
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
P. R.No.23945
10/01/2024 ca
EXHIBIT "G"
CITY OF PORT ARTHUR, TEXAS
DEPARTMENT OF PARKS AND RECREATION
CERTIFICATE OF ACCEPTANCE FOR
Construction of Wayfinding Signs for the Wayfinding and Monument Signage Program for the
City of Port Arthur
To: Preferred Facilities Group—USA, LLC
This document is to certify that the City of Port Arthur, Texas accepts the completion of the
construction of a Wayfinding Signs for the Wayfinding and Monument Signage Program for the
City of Port Arthur, on the basis of the recommendation of the City of Port Arthur's Parks and
Recreation Department and receipt of the Certificate of Completion, Contractor's Affidavit of All
Debts Paid, Contractor's Certificate of Release, Contractor's Certificate of Warranty executed by
Preferred Facilities Group—USA, LLC of Port Arthur, Texas.
Ron Burton, CPM
City Manager
Sherri Bellard
City Secretary