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Home My WebLink AboutPR 21404: EXTENDING THE SCHAUMBERG POLK CONTRACT (4) 1. nrl rthu --- Texas INTEROFFICE MEMORANDUM Date: May 7, 2020 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Donald Stanton, Interim Director of Water Utilities RE: PR 21404—Extend Schaumberg and Polk Contract Introduction: The intent of this Agenda Item is to seek City Council's approval for City Manager to extend the contract with Schaumberg and Polk, Inc. of Beaumont, Texas. Due to the current virus issue, award of the contract and subsequent start of construction has been delayed. Schaumberg and Polk, Inc. is requesting an extension of eighteen (18) months to the contract in order to encompass the construction phase as well as the one year construction warranty period. Schaumberg and Polk, Inc. is not requesting any additional compensation. Background: Pursuant to Resolution Number 19-267, Schaumberg and Polk, Inc. of Beaumont, Texas was awarded the contract for the Water Storage Elevated Storage Tank on West Port Arthur Road. Budget Impact: This is a zero budget impact resolution. Recommendation: It is recommended that City Council approve PR 21404, allowing City to extend the contract with Schaumberg and Polk, Inc. in a zero total amount. "Remember,we are here to serve the Citizens of Port Arthur" P. R. No. 21404 5/7/20 bw Page 1 of 2 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING CONTRACT WITH SCHAUMBERG AND POLK, INC., OF BEAUMONT, TEXAS, FOR THE WATER ELEVATED STORAGE TANK REHABILITATION PROJECT ON WEST PORT ARTHUR ROAD, INCREASING THE ORIGINAL CONTRACT TIME FROM TWELVE (12) MONTHS TO THIRTY (30) MONTHS WITH NO ADDITIONAL COSTS. WHEREAS, pursuant to Resolution Number 19-267, the City award a professional engineering services contract to Schaumberg and Polk, Inc. of Beaumont, Texas for the Water Storage Elevated Storage Tank Rehabilitation Project on West Port Arthur Road; and WHEREAS, during the course of the work, Schaumberg and Polk, Inc. determined that the original contract time of twelve (12) months for design and (3) months for construction did not included an additional (12) months for the construction contract warranty period; and WHEREAS,bids and award for the project were also delayed due to cause of the COVID- 19 global pandemic; and WHEREAS, Schaumberg and Polk, Inc. is now recommending the proposed Amendment No. 1,attached as Exhibit"A",which increases the original contract time from twelve(12)months to thirty(30)months to complete the project with NO additional cost. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinion in the preamble are true and correct; and THAT, the City Manager is hereby authorized and directed to execute, on behalf of the City of Port Arthur, Amendment No. 1 (attached as Exhibit "A"), which increases the original contract time from twelve (12) months to thirty (30) months for the completion of the project at zero additional cost; and P. R. No. 21404 5/7/20 bw Page 2 of 2 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 , 2020 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Thurman"Bill" Bartie Mayor ATTEST: APPROVED FOR ADMINISTRATION: Sherri Bellard Ronald Burton City Secretary City Manager APPROVED AS TO FORM: Donnie Stanton ."11"-'-- � Interim Director of Utility Operations alecia iz noX City Attorney APPROVED AS TO THE AVAILABILITY OF FUNDS: Kandy Daniel Clifton illiams, CPP. Interim Director of Finance Purchasing Manager Exhibit "A" This is an Amendment, consisting of 3 pages, referred to in and part of the Agreement between the City of Port Arthur, Owner, and Schaumburg & Polk,Inc., Engineer, for Agreement for Professional Services dated 7/11/2019. Amendment No. 1 1. Background Data: a. Effective Date of Agreement: 7/11/2019 b. Owner: City of Port Arthur c. Engineer: Schaumburg&Polk,Inc. d. Specific Project: Rehabilitation of the HWY 73/SPUR 93 500,000 Gallon Elevated Storage Tank 2. Nature of Amendment X Modifications to Time for rendering Services 3. Description of Modifications • Attachment 1 • Letter dated May 7,2020 Owner and Engineer hereby agree to modify the above-referenced Agreement as set forth in this Amendment. All provisions of the Agreement not modified by this or previous Amendments remain in effect.The Effective Date of this Amendment is OWNER: ENGINEERyj, ! / By: By: Title: Title: C/ G.12— 44/+23../..,- Date Date r Signed: Signed: ) — 1z' -7,,7.-•J Amendment to Agreement EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services(Modified) Copyright 02004 National Society of Professional Engineers for EJCDC.All rights reserved. This is Attachment 1, consisting of 1 page, to Amendment No. 1, dated , Modifications 1. Engineer shall perform the following Additional Services: NONE 2. The Scope of Services currently authorized to be performed by Engineer in accordance with the Agreement and previous amendments, if any,is modified as follows: NONE 3. The responsibilities of Owner are modified as follows: NONE 4. For the Additional Services or the modifications to services set forth above, Owner shall pay Engineer the following additional or modified compensation: NONE 5. The schedule for rendering services is modified as follows: Original contract time of twelve months for design and three months for construction did not include an additional twelve months for the construction contract warranty period. Also,due to the virus issue,bids and award were delayed, therefore this Modification increases engineering service time from twelve months to thirty months. 6. Other portions of the Agreement(including previous amendments, if any) are modified as follows: NONE Attachment 1(Modifications)—Amendment to Agreement EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services Copyright®2004 National Society of Professional Engineers for EJCDC.All rights reserved. May 7, 2020 • SCHAUMBURG > POLK, Mr. Donald Stanton, 1„I:i.a:: ,ai:r. , , :rrl Interim Utilities Director City of Port Arthur P.O. Box 1089 Port Arthur, Texas 77641-1089 RE: HWY. 73 /SPUR 93 EST Rehabilitation Engineering Contract Dear Mr. Stanton, The City of Port Arthur executed an engineering services agreement with Schaumburg&Polk, Inc. (SPI) effective July 11, 2019. Section 1.01 B states "The Engineer will complete its services within a reasonable time,or within the following specific time period: 12 months from the Effective Date of this Agreement." SPI completed the design phase, including City comments, and the project was bid on March 4, 2020. Due to the current virus issue,award of the contract and subsequent start of construction has been delayed. We respectfully request an extension to our contract. In order to encompass the construction phase as well as the one year construction contract warranty period, we request an extension of eighteen months. We are not requesting any changes to our contract compensation. Please let us know if you have any questions or need additional information. Sincerely, SCHAUMBURG & POLK, INC. Steve J. Jordan, P.E. Vice President G:\port Arthur\3617 Spar93 EST RohablEtatlon\PM\Donnla SPIContrattEatenslon doae 8865 College Street. Suite 1001 Beaumont, TX 77707 wvuvu,SPl-ENG.com P. 409.866.0341 I F: 409.866.0337