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HomeMy WebLinkAboutPR 15883: SOUTEX SURVEYORS, INC. SURVEY OF 60 TRACTS OF LAND FOR NSPINTEROFFICE MEMORANDUM HOUSING ASSISTANCE PROGRAMS _-_ ____: -- - _ Tv: 5'teve Fitzgibbons, City Manager From: Mike Mason, Director of Housing and eghborhood Revita/ization Date: Thursday, May 12, 2010 Re: P; R. 15883 RECOMMENDATION: I recommend City Council adopt Proposed Resolution 15883 for the execution of a contract between Soutex Surveyors, Inc and the City of Port Arthur for the survey of 60 tracts of land at a cost of $28,350. BACKGROUND: The Texas Department of Housing and Community Affairs (TDHCA) is providing funding for the redevelopment of abandoned and foreclosed homes and residential properties as authorized by the Housing and Economic Recovery Act of 2008. The City of Port Arthur has been approved to receive $2,322,948 of Neighborhood Stabilization Program (NSP) funding. The City of Port Arthur shall carry out all acquisition of needed real property, easements, and/or rights-of-wary in compliance with Real Property Acquisition Policies Act of 1970. There have been 60 tracts of land identified and purchased by the City of Port Arthur for the proposed land banN;ing program. BUGETARY/FISCAI, EFFECT: The 2010 NSP Program funds; account number 129-1435-554.54-00; Project NSP001 will be used to provide funding for these projects. STAFFING/EMPLOYEE EFFECT: Housing Administration staff will be responsible for administering the contract. SUMMARY: I recommend City (:ouncil adopt Proposed Resolution 15883 authorizing the execution of a contract between Soutex Surveyors, Inc. and the City of Port Arthur for the survey of 60 tracts of land at costs of $28,350. P. R. 15883 5/12/10 - MM/Housing RESOLUTION NUMBER A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT WITH SOUTEX SURVEYORS, INC. FOR THE SURVEY OF 60 TRACTS OF LAND FOR THE NEIGHBORHOOD STABILIZATION PROGRAM (NSP') IN THE AMOUNT $28,350, ACCOUNT NO. 129-1435-554.54-00, PR07ECT NO. NSP 001 WHEREAS, the Texas Department of Housing and Community Affairs (TDHCA) is providing funding for the redevelopment of abandoned and foreclosed homes and residential properties as authorized by the Housing and Economic Recovery Act of 2008; and, WHEREAS, Pursuant to Resolution 09-457, the City of Port Arthur entered into a contract with TDHCA and has been approved to receive $2,322,948 of Neighborhood Stabilization Program funding; and, WHEREAS, 60 tracts of land have been identified and purchased by the City of Port Arthur for the proposed land banking program; and, WHEREAS, Soutex Surveyors, Inc. has submitted a proposal to provide the surveys for each of the tracts of land; and, WHEREAS, Soutex Surveyors, Inc. can perform this service for an amount not to exceed $28,350; and, WHEREAS, in order to comply with the requirements of the Neighborhood Stabilization Program set-up checklist, surveys must be completed on each tract of land; now, therefore ARTHUR: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT THAT the City Manager of the City of Port Arthur is hereby authorized to enter into a contract with Richard Faust, President, Soutex Surveyors, Inc. in the amount of $28,350 for the survey of 60 tracts of land, as outlined in the proposal attached hereto as Exhibit "A"; and, THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. REAC-, ADOPTED AND APPROVED this day of May, A.D., 2010 at a Regular (Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: MAYOR COUNCILMEMBE N ATTEST: CITY SECRETARY APPROVED AS TO 1=0RM ~ '-' ~ -~3 ~ ~' - CITY ATTORNEY ,~ APPROVED FOR AC-MINISTRATION: CITY MANAGER i ~ %~ PURCHASING MANAGER SHAWNA TUBBS MAYOR APPROVED AS TO THE AVAILABILITY OF FUNDS: DIRECTOR OF FINANCE ~. /~~~/~ MIKE MASON, DIRECTOR HOUSING & NEIGHBORHOOD REVITALIZATON EXHIBIT"A" EXHIBIT "A•• EXHIBIT "A" SURVEY SERVICES CONTRACT SOUTEX SURVEYORS, INC. STATE OF TEXAS X COUNTY OF JEFFERSON X CITY OF PORT ARTHUR X CONTRACT FOR City of Port Arthur Topographic and Surveying Services for Neighborhood Stabilization Program 1 Properties SECTION I This agreement is hereby made and entered into in the City of Port Arthur, Jefferson County, Texas between the City of Port Arthur, a municipal corporation in the State of Texas, hereinafter termed "City', and (Soutez Surveyors, Inc.), a company duly licensed and practicing under the laws of the State of Texas, hereinafter termed "Surveying Company," with said agreement being executed by the Ciity, pursuant to the City Charter and Ordinances and Resolutions of the City of Council and by said Surveying Company for Surveying Services hereinafter set forth in connection with th.e above designed Project for the City of Port Arthur. I. General A. Detail of Project: This project will consist of boundary surveying; right-of--way determination and easements. B. The Surveying Company shall not commence work on this Project until it has been notified by the City, in writing, to proceed. The Surveying Company, in consideration for the compensation herein provided, shall render all Professional Services necessary for the assurance of quality control until the certified completion of the Project. II. Basic Services Thf; Surveying Company shall perform the basic services, as listed in accordance with the contract specifications for the above project, the Manual of Practice 2006 Larid Surveying in the State of Texas Specifications for Topographic Surveys. III. Coordination A. The Surveying Company shall be given twenty-four (24) hours notice prior to the need for additional services. B. The City's Housing & Neighborhood Stabilization Manager will act on behalf of the City with respect to the work to be performed under this Agreement. C. The Surveying Company shall promptly report, in writing, to the City any development that would affect the scope or timing of the Project. IV. Fee; Schedule A. General For and in consideration. of the Services to be rendered by the Surveying Company in this Agreement, the City shall pay and the Surveying Company shall receive the Compensation hereinafter set forth for the Services described in Sections II and III. B. Surveying Services Compensation for Surveying Services shall be based on the attached proposal rate noted in the Attachment "A". The basic fee shall not exceed ($28,350.00). C. Compensation for Additional Services that are authorized by the City shall be determined when needed. V. City Payments A. Payments shall be made to the Surveying Company based on City approved monthly billing for Services rendered. B. Payments will be made within thirty (30) days after submittal of the request for payment for work performed. Payment shall be considered past due forty-five (45) days after submittal if no discrepancies have been noted or amounts contested. If this occurs, payment for amounts not contested will be made. C. The City reserves the right of make an audit of charges claimed for this Contract for Services. V[. Revisions to Specifications A. The Surveying Company shall make, without additions expense to the City over and above the basic fee, such revisions as may be required to meet the needs of the City. V[I. Ownership of Documents All documents including, field notes and drawings, will remain the property of the Surveying Company as instruments of Service. However, it is to be understood that: the City shall have free access to all such information with the right to make and. retain copies of all documents including field notes and drawings. Any re-use withhout specific written verification or adaptation by the Surveying Company will be .at the City's sole risk and without liability or legal exposure to the Surveying Company. V[II. Termination Either party to this Agreement may terminate the Agreement by giving the other parlay thirty (30) days written notice. IX. Surveying Company The' Surveying Company warrants that it has not employed or retained any company or person other than a bonafide employee working solely for the Surveying Company to solicit or secure this Contract, and that it has not, for the purpose of soliciting or securing this Contract paid or agreed to pay any company or person, other than a bonafide employee working solely for the Surveying Company, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the making or awarding of this Contract. X, Equal Employment Opportunity The Surveying Company agrees to follow the Minority Business Enterprise requirements and/or develop an Affirmative Action Plan as set forth by the City. XI. Assigns or Transfer of Interest The Surveying Company shall not assign or transfer its interest in the Contract without written consent of the City. XII. Indemnification/Liability The; Surveying Company shall hold harmless the City from all claims and liability due to activities of itself, its agents, or employees, performed under this Contract ands which result from error, omission, or negligent act of the Surveying Company or of any person employed by the Surveying Company. Thee Surveying Company shall also hold harmless the City from any and all expenses, including attorney fees which might be incurred by the City in litigation or otherwise resisting said claim or liabilities which might be imposed on the City as the result of such actiivities by the Surveying Company, its agents, or employees. The Surveying Company, within one (1) week after signing the Contract and before any work shall start, furnish the Owner with Certificates of Insurance satisfactory to the Owner indicating the Existence of Statutory Workmen's Compensation Insurance, and Comprehensive General Liability Insurance. Such insurance shall be at the Surveying Company expense. The limits shall be as follows: Comprehensive General Liability and Auto Liability Insurance shall not be less than $250,000.00 per incident/$500,000.00 per occurrence. These certificates shall contain a provision that the City shall be notified in writing thirty (30) days before any change in, or cancellation of, the insurance. The Surveying Company shall maintain such insurance in force and effect during the life of the Contract and no modification or change of insurance carriage or provision shall be made without thirty (30) days written advance notice to the city. XIII. Interest in City Contracts Prohibited No officer or employee of the City shall have a financial interest, direct of indirect, in any Contract with the City, or shall be financially interested directly or indirectly, in the sale of the City of any land, materials, supplies, or services, except on behalf of the City as an officer or employee. XIV. Entire Agreement Thus Contract shall represent the entire Agreement between the City and Surveying Company and supersedes all prior negotiation, representation, or Agreements, either orally, or by written instrument signed by both the City and Surveying Company. SECTION 2 II~f WITNESS WHEREOF, the City of Port Arthur has lawfully caused these presents to be executed by the hand of the City Manager of said City, and the Corporate Seal of said City to be hereunto affixed and this instrument to be attested by the City Clerk, and hereunto authorized ,does now sign, execute and deliver this document. Done at Port Arthur, Texas, on this Day of ATTEST: CITY OF PORT' ARTHUR Mike Mason, Neighborhood Stabilization Manager Soutex Surveyors, Inc. Anthony ML Leger Vice President R.P.L.S. #5481 A.D. 2010. Stephen Fitzgibbons, City Manager Date ATTACtIMENT "A" 3737 Doctors Drive • Part Arthur, TX 77b42 (409) 983.2004 (409j 983.2005 Fax May ] 2. ZOl 0 City of Port Arthur Housing Authority PO Box 2295 Port Arthur, Texas 77643 Rei Housing and Neighborhood Revitalization Program Attn: Mike Mason, Director 1{ousing & Neighborhood Stabilization Division Dear Mr. Masan: Thari'~k you for the opportunity to provide you the estimated cost on your surveying needs far approximately 60 tracts of land situated within. the city of Port Arthur. We propose a not to exceed cost of $525.00 for each tract of land, approximately 50 lots in First Phase. Estimated completion time for these properties would be within 2 to 3 weeks. If you have any questions regarding this proposal please call. 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