HomeMy WebLinkAboutPR 24599: APPROVAL OF THE 4 HIGHEST-QUALIFIED FIRMS ND AUTHORIZING THE CITY MANAGER TO NEGOITIATE WITH THE FIRMS TO PROVIDE GEOTECHNICAL AND MATERIAL TESTING SERVICES City of Port Arthur Transit
Department
Memorandum
To: Ron Burton,City Manager
From: Ivan Mitchell,Transit-Fleet Director fr
(
Date: October 21,2025
Re: P.R. 24599—Approval of the Four Highest-Qualified Firms and Authorizing the
City Manager to Negotiate with the Films to Provide Geotechnical and Material
Testing Services
Nature of Request:Authorize the approval of the four(4)highest-ranked,qualified firms to provide
geotechnical and material testing services.
Background: The City issued a request for qualifications for geotechnical and material testing
services on July 16, 2025, and July 23, 2025. The City received ten (10) qualification proposals,
which were evaluated and scored by City staff based on the criteria listed in the request for
qualifications.
The firms will provide services related to but not limited to:
•Laboratory testing of concrete,welding of alloys, soil,and rock materials.
• Construction materials testing and inspection services for concrete and concrete aggregate testing,
masonry and stone materials testing, asphalt testing and inspection, soil compaction testing, and structural
testing inspection of any type of construction materials during construction.
•Lime Stabilization Testing
• Soil and Earthwork Testing
• Shallow and Deep Foundation Installation Observation
•Concrete Testing
• Subgrade Strength and Trench Backfill Compaction Testing
Recommendation: It is recommended that the City Council approve P.R. No. 24599, authorizing
the approval of the four (4) highest-ranked firms and authorizing the City Manager to negotiate
with the four(4) firms to perform geotechnical and material testing services.
Budgetary/Fiscal Effect: There is no budgetary impact to the City's funds for approving and
negotiating with the four (4) highest-ranked qualified firms to provide geotechnical and material
testing services.
P.R. No. 24599 IM/TNR
10/21/2025
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE ESTABLISHMENT
OF A PRE-QUALIFIED LIST OF. ENGINEERING FIRMS
FOR GEOTECHNICAL AND MATERIAL TESTING
SERVICES. THE LIST SHALL INCLUDE FOUR (4)
ENGINEERING FIRMS: TERRACON OF PORT ARTHUR,
TEXAS, ATLAS OF BEAUMONT, TEXAS, CERTERRA OF
BRIDGE CITY, TEXAS, AND ALLIANCE GEOTECHNICAL
GROUP OF HOUSTON,TEXAS.
WHEREAS, Port Arthur Transit, through its Procurement Department, duly issued a
Request for Qualifications to establish a prequalified engineering list for professional
geotechnical and material testing services on July 16, 2025, and July 23, 2025, as more fully set
forth in Exhibit A; and
WHEREAS, in response to said RFQ, the City received ten (10) qualification proposals
from engineering firms seeking to provide such services; and
WHEREAS, City staff, in accordance with the evaluation criteria specified in the RFQ,
reviewed, scored, and ranked the submitted proposals, the results of which are summarized in
Exhibit B; and
WHEREAS, upon completion of the evaluation process, the firms of Terracon (Port
Arthur, Texas), Atlas (Beaumont, Texas), Certerra (Bridge City, Texas), and Alliance
Geotechnical Group (Houston, Texas) were determined to be the four (4) highest-ranked and
most qualified firms to provide the required geotechnical and material testing services; and
WHEREAS, the City Manager recommends that the City Council approve Procurement
Request No. 24599 and authorize the establishment of a pre-qualified list consisting of the four
(4) firms identified above, to be eligible for assignment of work on a project-by-project basis, as
more fully set forth in Exhibit C; and
WHEREAS, the pre-qualification status of these firms shall commence upon City
Council approval of this Resolution and shall remain in effect for two (2) years, unless otherwise
modified or terminated by Council action.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR,TEXAS:
THAT,the facts and opinions in the preamble are true and correct.
THAT, The City Council hereby authorizes and approves the establishment of a pre-
qualified list of engineering firms eligible to provide geotechnical and material testing services
to the City, consisting of the following firms: Terracon (Port Arthur, Texas), Atlas (Beaumont,
Texas), Certerra(Bridge City, Texas), and Alliance Geotechnical Group (Houston, Texas)
P.R. No. 24599 IM/TNR
10/21/2025
THAT, the pre-qualification of the above firms shall remain valid for two (2) years
from the date of this Resolution, subject to renewal, modification, or revocation by the City
Council as deemed necessary and in the best interests of the City.
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 2025 at a Regular
meeting of the City of Port Arthur, Texas by the following vote: AYES:
Mayor: '
Councilmembers:
NOES:
Charlotte M. Moses,Mayor
ATTEST:
Sherri Bellard,City Secretary
APPRO •
Roxann Pais Cotroneo, City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
k) JA--
Ronald Burto Lynda Bos ell
City M • er Director of Finance
r /VI/ 601
Clifton Williams, CPPB Ivan Mit. Mr
Purchasing Manager Transit Director
P.R. No. 24599
10/21/2025 IM
Exhibit "A"
CITY OF PORT ARTHUR
Request for Qualifications
Geotechnical and Material Testing Service
July 16, 2025 July 23, 2025
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CHARLOTTE M.MOSES,MAYOR t+uergp RONALD BURTON,CPM
HAROLD L.DOUCET,SR., City of = City CITY MANAGER
MAYOR PRO TEM 10
�� SHERRI BELLARD,TRMC
COUNCIL MEMBERS: CITY SECRETARY
WYLLIE BAE LEWIS,JR. o r t r t It u r
TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO
DONEANE BECKCOM Te.icr's CITY ATTORNEY
THOMAS KINLAW,III
DONALD FRANK,SR.
July 18,2025
REQUEST FOR QUALIFICATIONS
GEOTECHNICAL AND MATERIAL TESTING SERVICE
DEADLINE: Sealed qualification submittals must be received and time stamped by 3:00p.m., Central
Standard Time, Wednesday,August 13, 2025. (The clock located in the City Secretary's office will be
the official time.) Applicant names will be read aloud beginning at 3:15 p.m. on Wednesday, August
13, 2025 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
MARK ENVELOPE:P25-069
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies and USB
of your RFO to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET,4th Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning this Request for Qualifications and Scope of Work should be directed in writing
to:
City of Port Arthur, TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams
P.O.Box 1089 1 444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291
The enclosed REQUEST FOR QUALIFICATIONS (RFQ) and accompanying GENERAL
INSTRUCTIONS, CONDITIONS and SPECIFICATIONS are for your convenience in submitting
qualifications for the enclosed referenced services for the City of Port Arthur.
Qualifications must be signed by a person having authority to bind the firm in a contract. Qualifications
shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of
the envelope.
ALL QUALIFICATIONS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE
OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFQ
submittal arrives at the above location by specified deadline regardless of delivery method chosen by the
firm. Faxed or electronically transmitted RFO submittals will not be accepted.
Clifton Williams
Purchasing Manager
REQUESTS FOR QUALIFICATIONS
GEOTECHNICAL AND MATERIAL TESTING SERVICE
(To be Completed ONLY IF YOU DO NOT BID.)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN
REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon
request.
In the event you desire not to submit a bid, we would appreciate your response regarding the
reason(s). Your assistance in completing and returning this form in an envelope marked with the
enclosed bid would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State,Zip Code: Date:
REQUEST FOR QUALIFICATIONS
CONSTRUCTION MATERIALS TESTING SERVICE
OBJECTIVE
City of Port Arthur, Texas is soliciting a Request for Qualifications (RFQ) from firms that are interested in
providing construction materials testing services on an as-needed basis for construction of City of Port Arthur
Construction Projects. The City is soliciting a firm or firms that can adequately demonstrate they have the
resources, experience, and qualifications to provide the City with Construction Materials Testing Services. All
construction elements and any recommendations must be approved by and meet the requirements of all applicable
State,Federal,and Local laws and regulations.
SCOPE OF SERVICES
Services with respect to this Contract will include, but not be limited to, the following:
•Laboratory testing of concrete,welding of alloys, soil, and rock materials
• Construction materials testing and inspection services for concrete and concrete aggregate testing,
masonry and stone materials testing, asphalt testing and inspection, soil compaction testing, and structural
testing inspection of any type of construction materials during construction.
Specifically:
•Lime Stabilization Testing
• Soil and Earthwork Testing
• Shallow and Deep Foundation Installation Observation
• Concrete Testing
•Subgrade Strength and Trench Backfill Compaction Testing
The intent of this solicitation is to obtain the professional services of a firm with demonstrated relevant
experience with Construction Materials Testing Services. The objectives of the project may include, yet
may not necessarily be limited to;providing management direction and control over the construction
materials testing of the listed project so that the resulting facility will be:
1. Constructed in such a way that the City of Port Arthur will have a high value project, well-constructed
of quality materials and workmanship;
2. Constructed in such a manner that it can and will be completed within the approved budget;
3. Constructed in such a way that it can and will be completed in accordance with the established
schedule;
4. Constructed in such a way that the maintenance of the facility can be accomplished efficiently and
effectively with a minimal maintenance staff and low operations and maintenance budget; and
5. Constructed in such a way that it will be highly functional, responding to all of the services outlined in
the established criteria.
Invoices for authorized work performed by the Services Provider shall not exceed the fees established for
any portion of authorized work. Established fee amounts shall not be increased except by written
amendment to a previously issued Authorization to Commence Work executed by the City and the
Services Provider.
NO MINIMUM AMOUNT OF WORK: Owner makes no representations regarding the amount or type
of services, if any,that Services Provider will be asked to provide to Owner during the terms(s) of this
Agreement. It is expressly understood that the Owner is under no obligation to request any services.
CONTRACT
1. One year with option to renew for two additional one-year periods.
The City of Port Arthur requires comprehensive responses to every section within this RFQ. To
facilitate the review of the responses, Firms shall follow the described qualification format. The
intent of the qualification format requirements is to expedite review and evaluation. It is not the
intent to constrain Vendors with regard to content, but to assure that the specific requirements
set forth in this RFQ are addressed in a uniform manner amenable to review and evaluation.Ali
requested that qualification packets be limited to no more than 50 naves. excluding resumes.
A. OUALIFICATION
1. Provide a profile of experience for all members of the firm. This section shall include, but not be
limited to, the following:
a History of the firm, including present ownership and key management individuals. Describe
any anticipated or recent changes in overall corporate management ownership.
b Experience with Municipalities.
c Contact Information for the key personnel from respondent's firm assigned to communicate
with the City of Port Arthur regarding this project.
d In response to this RFQ, the prime consultant shall be a professional construction materials
testing firm. List any proposed sub-consultants with individual addresses, telephone
numbers, areas of expertise, and licenses/certifications held by each team member. (Note: it
is not required that you have any sub-consultants)
• Briefly describe the roles of the prime consultant and the sub-consultant. (If applicable)
• Provide information regarding the size and years in business of the prime consultant and
each sub-consultant. (If applicable)
B. PAST PERFORMANCE
1. For no more than five (5) current or recently completed public projects for which your materials
testing team members have provided constructional, and/or special testing services, provide the
following information:
a Project name, location, contract delivery method, and description
b. Initial project and projected time for completion
c. Final project cost and time for completion
d The nature of material change orders
e. The nature of adverse claims or litigation
£ Final project size in gross square feet
2. Provide past experience of completed FTA or other federally funded projects.
3. List any current projects that would impact your firm's ability to handle additional work for
which this response is requested.
4. Submit references.
C. PROPOSED TEAM AND APPROACH TO PROJECTS
1. Describe the firm's proposed approach to construction and/or special testing services. Address
the firm's concept of plan review and value engineering during the construction of the City of
Port Arthur Project. Describe the firm's approach to staying abreast of emerging technologies,
innovative design practices, and the current market pricing structure. Describe how your
proposed team will manage and control the constructional and/or special testing services for the
project.
2. Demonstrate the firm's understanding of the constructional and/or special testing services that
comply with the regulations of AASHTO, ASTM,ACI, and the State of Texas.
3. Discuss the firm's accuracy of lab results and ability to perform within time constraints. Include
examples of measures initiated or taken by the firm that demonstrate responsiveness to timeline
concerns. Discuss procedures used by the firm to assure accurate lab results.
4. Identify the individuals you propose as a part of the Project Team and describe their
responsibilities for the project, including what involvement each individual will have in the
construction and/or special testing of materials used for the project. Present a proposed
organization and reporting chart for the proposed team, and how they will interact with other
members of the City of Port Arthur.
5. Submit current resumes of the proposed team, including their experience and qualifications.
Resumes should be no longer than three (3) pages in length and should specifically address
public construction experience and complete projects of similar size.
6. For each team member, identify experience in working with other team members and other
project commitments that run concurrently to this project. Identify the percentage of each
individual's time available to dedicate to this project. Your firm will be expected to commit to
the Owner that the proposed team members submitted with this proposal will be those who will
be assigned to the project.
D. J 4OCATION
1. Points for firms located with the City of Port Arthur
SELECTION PROCESS
All applications will be screened by an evaluation committee and those applicants selected for a short
list may be invited to attend an interview, at the applicants own expense. The City shall not incur any
costs for applicant preparation and/or submittal of qualifications.
The City will evaluate all responses based on the qualifications,past performance and project approach.
The City reserves the right to negotiate the final fee prior to recommending any Firm for a contract.
The City's process is as follows:
A. Responsiveness to the Request for Technical Qualifications
1. Requested information included and thoroughness of response.
2. Documented understanding of the project management principles.
3. Proposed approach to project organization.
4. Clarity and brevity of the response.
B. Staffing Plan
1. Provision for the required disciplines and skills.
2. Provision for participation by firm's key personnel.
3. Qualifications of key personnel adequate for project.
C. Firm's Capability to Provide Services
1. Background of the firm.
2. Relevant experience of the firm.
3. Specific experience on active government projects.
4. Methodology proposed to meet objectives of the project.
5. Location within the general geographical area of the project and in depth knowledge of
the construction market in the locality of the project.
6. References.
The criteria for evaluation of RFQs will be based on the factors summarized below. Respondent's
Demonstrated Past Performance with an Emphasis on
Recent Projects 30%
Respondent's Testing Measures for Construction Projects 20%
Respondent's capability to Provide Accurate Lab Results Respondent's
Demonstrated Capability 20%
Financial Resources to Perform the Services within the Time and Budget 10%
Respondent's Scheduling for the Constructional and/or Special Testing
Services for this Project 10%
Respondent's Quality Control 5%
Local Preference 5%
TOTAL: 100%
1. The City may determine that it is necessary to interview the short-listed firms prior to making
a recommendation to the City Council. Generally, staff may interview the top firms based on
the submissions received.
2. City staff shall recommend the most qualified firm to the City Council and request authority
to enter into contract negotiations.
3. When services and fees are agreed upon, the selected firm shall be offered a contract subject
to City Council approval.
4. Should negotiations be unsuccessful, the City shall enter into negotiations with the next,
highest ranked firm. The process shall continue until an agreement is reached with a
qualified firm.
5. This RFQ does not commit the City to pay for any direct and/or indirect costs incurred in the
preparation and presentation of a response. All finalist(s) shall pay their own costs incurred
in preparing for, traveling to and attending interviews.
P.R. No. 24599
10/21/2025 IM
Exhibit "B"
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P.R. No. 24599 IM/TNR
10/21/2025
Exhibit "C"
GEOTECHNICAL AND MATERIAL TESTING SERVICE
APPROVED LIST - FY 2026
The City will negotiate with the approved contractors stated below to provide construction
materials testing services of various construction projects during the year.
The approved list will be valid for two years.
Rank Name Location
1 Terracon Port Arthur,Texas
2 Atlas Beaumont, Texas
3 Certerra Bridge City, Texas
4 Alliance Geotechnical Group Houston, Texas