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HomeMy WebLinkAboutPR 19695: CONTRACT WITH SCS ENGINEERS, DESIGN PHASE SERVICES TO DETENTION BASIN OF THE CITY'S LANDFILL City of ort rthu�� Texas INTEROFFICE MEMORANDUM PUBLIC WORKS DEPARTMENT Administration Division To: Brian McDougal, City Manager From: Armando Gutierrez, Jr., Director of Public Works Date: February 28, 2016 RE: P. R. 19695 —Amendment to Agreement for the Landfill North Detention Basin RECOMMENDATION: Approval of Proposed Resolution No. 19695 authorizing an amendment to the professional service contract between the City and SCS Engineers of Bedford, Texas for the engineering phase of the North Detention Basin of the City's Landfill. This agreement presents a projected budgetary impact of$24,900. BACKGROUND: SCS Engineers has been the City's primary design firm for the City's Landfill improvements for a number of years. Originally, the basin portion of the agreement was excluded from the agreement due to budget constraints in the 2015 fiscal year. This improvement is requirement by TCEQ resulting in an addition of 53 days, finalizing the contract on November 13, 2016 and increasing the contract by $24,900 for engineering design services, bid phase servicesand construction services. BUDGET CONSIDERATIONS: Funds are provided in account no. 403-1274-533.54-00, Public Works Department Landfill Division—Professional Services account. /aw "Remember we are here to serve the Citizens of Port Arthur" P.R.19695 2/20/17 aw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND SCS ENGINEERS OF BEDFORD, TEXAS TO PROVIDE THE DESIGN PHASE SERVICES TO THE NORTH DETENTION BASIN OF THE CITY'S LANDFILL INCREASING THE TERM OF THE AGREEMENT 53 DAYS WITH A PROJECTED BUDGETARY IMPACT OF $24,900. FUNDS ARE PROVIDED IN PUBLIC WORKS DEPARTMENT LANDFILL DIVISION — PROFESSIONAL SERVICES ACCOUNT NO. 403- 1274-533.54-00. WHEREAS,per Resolution No. 14-258, the City Council approved a contract to provide design and construction phase services for the North Detention Basin at the City's Landfill with SCS Engineers of Bedford, Texas; and, WHEREAS, SCS Engineers has submitted a request to amend their professional services contract for additional services adding 53 days and a projected budgetary impact of $24,900, Exhibit"A"; now therefor, 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 Manager of the City of Port Arthur is hereby authorized and directed to execute a contract amendment to the professional services contract with SCS Engineers of Bedford, Texas for the design and construction phase of the North Detention Basis of the City's Landfill adding 53 days increasing the total days to 780 and adding $24,900 to a new contract total of$105,570; and, THAT, funding for this contract is provided in Public Works Department Landfill Division—Professional Services account no. 403-1274-533.54-00; and, P.R. 19695 2/20/17 aw 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. 2017 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor Councilmembers: Noes: Mayor ATTEST: APPRO ED AS TO FORM: V Sherri Bellard Valecia Tizeno City Secretary City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: Brian McDougal Rosie Vela City Manager Interim Director of Finance J! , Armando Gutierrez, Jr. Clifton Williams Director of Public Works Acting Purchasing Manager P.R. 19695 2/20/17 aw Exhibit A SCS Project Number 16214082.00 REQUEST FOR AUTHORIZATION OF ADDITIONAL SERVICES PURSUANT TO AGREEMENT BETWEEN SCS ENGINEERS AND THE CITY OF PORT ARTHUR FOR PROFESSIONAL SERVICES BACKGROUND: As discussed, three circumstances have created a need for additional funds to perform Construction Quality Assurance Services for the North Detention Basin project at the City's Landfill. For your consideration,the following presents our request to address this need. 1. 12/15/14 Construction Plan Revisions: Due to City budget constraints in FY 2015, the City decided to authorize revisions to the construction plans in an effort to reduce the cost of constructing the North Detention Basin. Rather than authorizing additional funds for the out-of-scope charges for revising the construction plans, the City decided to have SCS re-design the project with funds taken from the CQA budget. Engineering fees ($7,000) for this effort were taken from Tasks 2.1 and 2.3, as approved by the City as documented in the attached e-mails from the City's Public Works Director (PWD) and Landfill Manager. SCS is requesting that these fees be added back to our budget for completion of CQA services. 2. 2016 Additional Bid-Phase Services: Additional out-of-scope services during the 2016 bid-phase were provided, as summarized in our March 2016 invoice (file entitled "16214082.00 03-16) in the amount of $1,165.00. As such, SCS is requesting that these fees be added back to our budget for completion of CQA services. 3. 2016 Additional CQA Services: Based on the discussions with the Contractor and the Contractor's construction schedule (attached), it appears that an on-site CQA presence will be needed in excess of our initial assumption of 8 weeks. We are currently estimating that CQA will be needed for up to 11 weeks, including an additional site visits by the Project Manager (PM) and/or Certifying Engineer (CE). As the background information in support of the above was included in our 6/15/16 email, we are not duplicating that information in this request. As noted in our 6/15/16 email, based on current conditions, we estimated that an additional $22,105 would be required to continue full-time CQA services to complete this project. However, in an effort to control costs, as discussed, we are revising our approach to provide less than full- time CQA, resulting in a revised estimate of fees ($16,735). We will keep you advised of our progress on this project. As with the current CQA project we will continue to perform these services on a time and materials basis. Summary of Additional Services Request: 1. 12/15/14 Construction Plan $7,000 Revisions 2. 2106 Additional Bid-Phase $1,165 Services 3. Additional CQA Services $16,735 Total $24,900 Original Contract Amount: $80,670.00 This Request for Additional Services $24,900.00 Revised Total $105,570.00 Add Services Auth Reg CQA- SCS ENGINEERS Request for Authorization of Additional Services August 18. 2016 Page 2 Agreement by the Parties: The parties have agreed this Authorization of Additional Services to be executed by their duly authorized representatives. SCS ENGINEERS: CLIENT: BY: BY: NAME: Kevin D. Yard, P.E., BCEE NAME: TITLE: Vice President TITLE: DATE: August 18, 2016 DATE: Add Services Auth Req CQA- S C S ENGINEERS