The URL can be used to link to this page

Home My WebLink AboutPR 21024: CONTRACT WITH GULF COAST ELECTRIC CO., INC., REPAIR OF LIGHTS, CIVIC CENTER AND LIBRARY PARKING LOT LIGHTS Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Ronald Burton, Interim City Manager From: Adam J Saunders,Civic Center Director Date: October 21, 2019 RE: Proposed Resolution No. 21024 NATURE OF THE REQUEST: As a result of Hurricane Harvey, the Civic Center parking lot, which includes the Library, has no parking lot lights in operation. Temporary lights are currently in use. Pursuant to Resolution No. 19-338, the City Council approved entering into a contract with Gulf Coast Electric Co., Inc. of Beaumont, Texas for repair of the Civic Center and Library parking lot lights in the amount of $63,120.00 and a contingency amount for unforeseen damage in the not to exceed amount of $337,500.00. Per Resolution No. 19-338, the contingency amount shall not be expended without written recommendation from the Engineer, City Manager, and prior approval of the City Council. Amendment No. 1 in the amount of $243,120.00 is for various needed unforeseen repairs to the parking lot lights that were discovered while repairing the parking lot lights, and an additional thirty (30) days to complete said repairs. The City Manager also approves the expenditure of the additional funds. All work will be submitted for reimbursement from FEMA. For this reason, the City of Port Arthur must follow a specific procurement process and procedure. In accordance with this process and procedure, Gulf Coast Electric Co., Inc. has determined what items and units are not repairable and need replacement and have submitted the documentation for amending the contract. These items, in consultation with Epic Engineering, have been confirmed to need replacement. It is requested that the City Council authorize the City Manager to execute Amendment No. 1 submitted by Gulf Coast Electric Co., Inc. for various unforeseen repairs to the parking lot lights in the amount of$243,120.00 to be paid out of the contingency funds, and an additional thirty (30) days to complete said repairs. ANALYSIS/CONSIDERATION: The parking lot lights at the Civic Center, which includes the Library, need repair. Amendment No. 1 contains the unforeseen list of items and units that need to be replaced in order to have all parking lot lights operational. BUDGETARY AND FISCAL EFFECT This will be paid through the Hurricane Harvey account and reimbursement will be requested through FEMA. Funds available in Hurricane Account 147-2300-901-51-00 Project 082617. PR21024 RECOMMENDATION A resolution authorizing the City Manager to execute Amendment No. 1 to the contract between the City of Port Arthur and Gulf Coast Electric Co., Inc. of Beaumont, Texas for unforeseen repairs found while repairing the Civic Center and Library parking lot lights in the amount of $243,120.00 to be paid out of the contingency from Hurricane Account No. 147-2300-901-51- 00, Project 082617, and an additional thirty (30) days to complete said repairs. STAFFING EFFECT None PR21024 P.R. No. 21024 10/18/19 AJS/gt RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND GULF COAST ELECTRIC CO., INC. OF BEAUMONT, TEXAS FOR REPAIR OF THE CIVIC CENTER AND LIBRARY PARKING LOT LIGHTS INCREASING THE CONTRACT AMOUNT BY $243,120.00 AND AUTHORIZING THE EXPENDITURE TO BE PAID OUT OF THE CONTINGENCY FUNDS PROVIDED IN THE CONTRACT; FUNDS ARE AVAILABLE IN HURRICANE ACCOUNT 147-2300-901-51-00, PROJECT 082617. WHEREAS, pursuant to Resolution No. 19-338, the City Council authorized the execution of a contract with the Gulf Coast Electric Co., Inc. of Beaumont, Texas to repair of the parking lot lights at the Civic Center and Library in the not to exceed amount of$400,620.00, which included the bid amount of $63,120.00 and a contingency of $337,500.00 to cover unforeseen damages that may be beneath the surface of the parking lot; and, WHEREAS, Amendment No. 1 in the amount of $243,120.00 is requested for various needed unforeseen repairs of the parking lot lights and an additional thirty (30) days is requested to complete said repairs as listed in Exhibit"A"; and, WHEREAS, pursuant to Resolution No. 19-338, the contingency amount shall not be expended without written recommendation from the Engineer, City Manager and prior approval of the City Council; and, WHEREAS, Epic Engineering, LLC has submitted its recommendation for approval of the unforeseen repairs attached hereto as Exhibit"B". WHEREAS, the City Manager also recommends approval of the expenditure of the contingency funds for the repair of the unforeseen damages to the Civic Center and Library parking lot lights attached hereto as Exhibit"C". s.pr21024 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. THAT, the City Council hereby accepts the written recommendation from Epic Engineering, LLC attached hereto as Exhibit"B". THAT, the City Council hereby authorizes the City Manager to execute Amendment No. 1 submitted by Gulf Coast Electric Co., Inc. of Beaumont, Texas, for repair of the parking lot lights at the Civic Center and Library in the amount of $243,120.00 to be paid out of the contingency and an additional thirty (30) days to complete said repairs, in substantially the same form as attached hereto as Exhibit"A". THAT, funding is available from Hurricane Account 147-2300-901-51-00, Project 082617. 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 November, 2019, the following Vote: AYES: Mayor: Councilmembers: NOES: Thurman "Bill" Bartie, Mayor s.pr21024 ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: ii l + V i' iz; o, City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton, Interim City Manager APPROVED AS TO FUND AVAILABILITY: KcA Kandy Daniel, Interim Director of Finance Clifton Williams, CPPB Purchasing Manager s.pr21024 EXHIBIT "A" s.pr21024 AMENDMENT NO. 1 DATE: 10/30/19 ORIGINAL AGREEMENT DATE: 09/03/19 GULF COAST ELECTRIC PROJECT DESCRIPTION: Repair of Parking Lot lights at Civic Center and Library ORIGINAL CONTRACT TERM: 30 days NEW CONTRACT TERM including the AMENDMENT will be: 30 additional days CHANGE TO CONTRACT AMOUNT: $243,120.00 (see attached additional repairs listed) ORIGINAL CONTRACT AMOUNT: $63,120.00 CONTRACT AMOUNT due to this AMENDMENT will be: $306,240.00 Executed this day of November, 2019. GULF COAST ELECTRIC By: Print Name: Title: Executed this day of November, 2019. CITY OF PORT ARTHUR By: Ronald Burton Interim City Manager Residential 1''`4, uf Coast Commercial Industrial Veal* COTte a 'TEC'L 18185 2005 Pecos @.Fourthz • Beaumont, Texas 77701 September 30,2019 City of Port Arthur P.O.Box 1089 Port Arthur,TX 77641-1089 Attn: Mr. Clifton Harrison Re: City of Port Arthur- Parking Lot Lighting at Bob Bowers Civic Center and Port Arthur Public Library Dear Mr. Harrison: As per your request, we are submitting additional work required to repair damaged wire and conduit to complete the project as per the bid documents at the above-referenced location. Per the bid sheet,the price is as follows: Bid Item#5 total: $56,160.00 Bid Item#6 total: $56,160.00 Bid Item#7 total: $79,200.00 Cutting and patching of concrete(estimate of 1200' between 6 poles) $33,600.00 Adder for LED Fixtures: $18,000.00 The price is based on regular working hours of Monday through Friday from 7:00 AM to 3:30 PM. If you have any questions or comments, please contact the office. Sincerely, Gulf Coast Electric Company, Inc. P``44d A A-AA, Kevin J. Picard Vice President KJP/dh Cc: Files IGWT 409 833-2828 • Fax 409 833-4308 • wwwgulfcoastelectric.com ,,,7f;- - Damage Results/Civic Center Parking Lot Lights Pole No.of Fixture Location of Location Heads Location of Conduit Results of Conduit Wire Results of Wire 1A 1 1A-3A Good 1A-3A BAD 2A 2 TAM Panel-2A TBD TAM Panel TBD 2A-6A Good 2A-6A BAD 3A 1 1A-3A Good 1A-3A BAD 3A-4A Good 34-4A BAD 4A 2 3A-4A Good 3A-4A BAD 4A-5A Good 4A-5A BAD 4A-74 Good 4A-7A BAD 5A 2 1A-SA Good 4A-SA BAD 6A 2 2A-6A Good 2A-6A BAD 7A 2 4A-7A Good 4A-7A BAD 7A-8A ? 7A-8A BAD TBD TBD 8A 2 8A-9A GOOD 8A-9A BAD 7A-8A ? 7A-8A BAD 9A 2 8A-9A GOOD 8A-9A BAD 10A 2 10A-17A GOOD 10A-17A BAD 11A 2 11A-18A ? 11A-18A BAD 11A-12A ? 11A-12A BAD 12A 1 11A-12A TBD 11A-12A TBD TBD TBD 13A 2 13A-14A GOOD 13A-14A BAD TBD TBD 14A 2 13A-14A GOOD 13A-14A BAD 15A 1 15A-20A ? 15A-20A BAD 16A 2 16A-21A GOOD 16A-21A BAD TBD TBD 17A 2 104-174 GOOD 10A-17A BAD 17A-22A GOOD 17A-22A BAD 18A 2 11A-18A GOOD 11A-18A - BAD 18A-23A GOOD 18-23A BAD 19A 2 19A-24A GOOD 19A-24A BAD TBD TBD 20A 1 TBD _ TBD P/ Damage Results Civic Center ParkingLot Lights Pole No.of Fixture Location of Location Heads Location of Conduit Results of Conduit Wire Results of Wire 15A-20A ? 15A-20A BAD 21A 2 16A-21A GOOD 16A-21A BAD 22A 2 17A-22A GOOD 17A-22A BAD 22A-25A GOOD 22A-25A BAD 23A 2 18A-23A GOOD 18A-23A BAD 23A-26A GOOD 23A-26A BAD 24A 2 19A-24A GOOD 19A-24A BAD 25A 2 22A-25A GOOD 22A-25A BAD 25A-36A GOOD 25A-36A BAD 26A 2 23A-26A GOOD 23A-26A BAD 26A-27 BAD/BROKEN AT BASE 26A-? BAD 27A 2 27A-28A GOOD 27A-28A BAD 26A-27A BAD 26A-27A BAD 28A 2 28-29 GOOD 28A-29A BAD 27-28 GOOD 27A-28A BAD 29A 2 28A-29A GOOD 28A-29A BAD 30A 2 30A-31A GOOD 30A-31A BAD TBD TBD 31A 2 30A-31A GOOD 30A-31A BAD 31A-32A GOOD 31A-32A BAD 32A 2 31A-32A GOOD 31A-32A BAD 32A-34A GOOD 32A-34A BAD 33A 2 TBD TBD 33A-35A GOOD 33A-35A BAD 34A 2 32A-34A GOOD 32A-34A BAD 35A 2 33A-35A TBD 33A-35A TBD TBD TBD 36A 2 25A-36A GOOD 25A-36A BAD 36A-37A GOOD 36A-37A BAD 37A 2 36A-37A GOOD 36A-37A BAD EMPTY EMPTY Bl 2 HR? TBD HR? TBD B1-B2 GOOD B1-B2 BAD B2 2 B1-B2 GOOD Bl-B2 BAD B2-B3 GOOD B2-B3 BAD U %a ;;-----,— Damage Results/Civic Center Parking Lot Lights Pole No.of Fixture Location of Location Heads Location of Conduit Results of Conduit Wire Results of Wire B2-A19 GOOD B2-A19 BAD B3 2 B2-63 GOOD B2-B3 BAD B3-84 BAD B3-B4 BAD 84 2 B3-B4 BAD B3-B4 BAD B4-B5 GOOD B4-B5Q BAD B5 2 B4-B5 GOOD B4-65 BAD a .#47--ft 4:1 .7,'"-'-'401 lif ,, ,, . Pale'A.JPEG Pole 2A JPEG Pole 28 JPEG Pole 3A JPEG Pole 4A.JPE 061 11.11F1 . � , �,rtilk ,,, t "r" *36,;AIL) k 4 .., -t`-`4 ' .-.-0' 11.4 4110.71 4144111N '6` - till . r - - -- Pole 8A.,=_, Pole 9A JPEG , i'.. t.:, . Y ,,,, '-'d I ,. ... _ __. ..... • ... , Pole 21A.JPEG Pole 22AJPEG Pole 23A JPEG Po'e 2 e 0 JPEG Pole 25A JPEG `!tes ti ??. 1111_. . / Y .` \�` f Pole 26A.JPEG Pole 27AJPEG Pole 28A JPEG Pole 29A JPEG Pole 30A.JPE '::, /orgit, „ 4—"‘ ir ;, -1--,,,„‘.., ti ``�.. Pole 31A.JPEG Pole 32A.JPEG Pole 34A.JPEG Pole 35A JPEG Y gi \*, Imo= -�- , r t. 16 ..2.,:„:„.„ .. .... .„.„. :.. . .� .r..: .,� molie i% tomA. -4 Pole 36A coot JPEG Pc e 35A.JP_ underground wire underground wre.JPEG font IPF(; I {5 . , t" - i , i{ r 0.v. 1 Pole 1A_JPEG Pole 2A.JPEG Pole 2B.JPEG `Pr° -',,:****s\ s illigtt et _ • \ #; . *1111111r. . _1...... ,,. Pole 5AJPEG Pole 6A_JPEG Pole 7A-JPEG i ',,- 416 A- 4 imehismainuel, Pole 21A.JPEG Pole 22AJPEG Pole 23AJPEG Pol OP Pole 26A.JPEG Pole 27A_JPEG Pole 28A.JPEG Pol moo. 3 11_kfal. .)! Poie 31A_JPEG Pole 32A_JPEG Pole 33A.JPEG Pc 4 itfr Walk 4 .. Ailiweeek ,,,,. .:}` Pole 36A cont.JPEG Pole 36A_JPEG Pole 37A_JPEG unc -441* , r -? lit 0 Pole 3AJPEG Pole 4AJPEG It <of/ ii till .. r-`- ;* 4 ,. Pole 8AJPEG Pole 9A.JPEG le 24A_JPEG Pole 25AJPEG I ` it I I ti e 29A.JPEG Pole 3OA.JPEG ., It 11 IS 7 ' ell ^ie 34A JPEG Pole 35A_JPEG w ter- - Jerground wire underground wire_JPEG rnnt IPF( EXHIBIT "B" s.pr21024 5C, EPIC ENGINEERING, LLC. POWER•INSTRUMENTATION.CONTROLS Lon A. Hubbard, P.E. Firm #F-14251. October 17, 2019 Ardurra Group, LLC 2032 Buffalo Terrace Houston. Texas 77019 Reference: Evaluation of"Civic Center Parking Lot Lights - Justification of Total Damages_Gulf Coast Electric.xlsx" Ladies and Gentlemen: Assignment: EPIC Engineering was engaged to evaluate documentation and evidence provided by Gulf Coast Electric in the form of a spreadsheet "Civic Center Parking Lot Lights - Justification of Total Damages_Gulf Coast Electric.xlsx". The spreadsheet was an indication of conduit and cabling systems that were in good condition and conduits and cabling systems that were in a non-usable condition. Evaluation: On October 17, 2019 Chris Hamilton with EPIC Engineering had a conversation with Kevin Picard of Gulf Coast Electric to confirm the procedure that was followed to determine faulty conduit systems. To determine faulty conduits, the conductors were removed, and a pull line and rage was passed through the conduit. Conduits in the spreadsheet that are marked other than "GOOD" would not allow passing of pull line and rag. Such conduits are damaged and damaged sections shall be repaired. In the process of removing the conductors from the conduits, conductors a likely damaged. It was also noted that there was excessive discoloration and deterioration in the conductor's insulation. This is a result of excessive exposure to flood water and silt within the conduit system. All conductor shall be replaced. 603 Dayton St. Orange,Texas 77630 409-670-9393 409-267-1149 ii( EPIC ENGINEERING, LLC. POWER INSTRUMENTATION•CONTROLS Lon A. Hubbard, P.E. Firm#F-14251 Conclusion: EPIC Engineering concurs with the damage assessment provided in the "Civic Center Parking Lot Lights - Justification of Total Damages_Gulf Coast Electric.xlsx" Respectfully, EPIC Engineering L A iiiiet,1_ Lon A. Hubbard, P.E. Principal Engineer 000000p4 ho *�° -...0... °9 Ido 0 LON HUBBARD 0 oQ.$ 64303 °°.o 0 October 17, 2019 603 Dayton St. Orange,Texas 77630 409-670-9393 409-267-1149 EXHIBIT "C" s.pr21024 interoffice MEMORANDUM To: Mayor and City Council From: Ron Burton, Interim City Manager l,�.,4 Date: October 31, 2019 + Subject: P.R. No. 21024 I have reviewed Amendment No. 1 to the contract between the City and Gulf Coast Electric Co., Inc. for the repair of the Civic Center and Library parking lot lights. The amendment in the amount of$243,120.00 and the additional thirty (30) days is for various needed unforeseen damages that were discovered while making said repairs. I approve the expenditure of the contingency funds for the repairs of the unforeseen damages discovered as delineated above.