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Home My WebLink AboutPR 21874: LAKE ARTHUR DRAINAGEL IMPROVEMENTS City of ort rtltu _ www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 31, 2021 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Alberto Elefano, P.E., Public Works Director RE: PR21874: Lake Arthur Drainage Improvements; Amend the contract amount by increasing the amount by $113,225.00 to a new contract amount of$700,800.00. The Texas Division of Emergency Management(TDEM) and the Federal Emergency Management Agency(FEMA)has required additional technical data, environmental assessments, additional flood modeling, and impact be applied to this project. Project #DR1 P01 Introduction: The intent of this Agenda Item is to authorize the City Manager to amend the contract by increasing the original contract amount of $700,800.00 by $113,225.00 to the new contract amount of $814,025.00 for the Lake Arthur Drainage Improvements Phase I Engineering and Design for drainage facilities by Stuart Consulting Group of Houston, Texas. Background: Pursuant to Resolution 20-020, approved by Council, authorizing the City Manager to enter into an agreement with Stuart Consulting Group of Houston, Texas for the Phase I Engineering and Design for drainage facilities to serve the Lake Arthur area in Port Arthur for a fee not to exceed $700,800.00. The Texas Division of Emergency Management (TDEM) and the Federal Emergency Management Agency (FEMA) has mandated that additional technical data, environmental assessments, additional flood modeling, and impact studies be applied to this project. The additional requirements increased the original contract amount of $700,800.00 by $113,225.00 to the new contract amount of $814,025.00. The City of Port Arthur has obtained funding from Hazard Mitigation Grant Program (HMGP) and Community Development Block Grant — Disaster Recovery (CDBG-DR) and has approved the additional cost of the Phase 1 project. Budget Impact: Funding is available in HMGP Engineering Account No. 154-00-000-8515-00-10-000 AND CDBG- DR Engineering Account No. 148-00-000-8515-00-10-000. "Remember,we are here to serve the Citizens of Port Arthur" 444 4`h Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 CAUsers\mgutierrez\AppData\Local\Packages\microsoft.windolA scomm um cat ionsapps_swckyb3d8bbwe\LocalState\Files\SO\4\Attachments\Agenda Memo Lake Arthur CO 1[8372].docx Recommendation: It is recommended that the City of Port Arthur City Council approve PR 21874 to authorize the City Manager to amend the contract amount of$700,800.00 by $113,225.00 to the new contract amount of $814,025.00 for the Lake Arthur Drainage Improvements Phase I Engineering and Design for drainage facilities by Stuart Consulting Group of Houston, Texas. "Remember,we are here to serve the Citizens off Port Arthur" P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 PR No. 21874 3/31/2021 mje Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND STUART CONSULTING GROUP OF HOUSTON, TEXAS FOR THE LAKE ARTHUR DRAINAGE IMPROVEMENTS BY INCREASING THE AMOUNT BY $113,225.00 TO A NEW CONTRACT AMOUNT $814,025.00 AND INCREASING THE CONTRACT TERM BY 60 DAYS TO A NEW CONTRACT TERM OF 325 DAYS FOR THE ADDITIONAL DESIGN WORK MANDATED BY THE TEXAS DIVISION OF EMERGENCY MANAGEMENT (TDEM) AND THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA). FUNDING IS AVAILABLE IN HMGP ENGINEERING ACCOUNT NO. 154-00-000- 8515-00-10-000 AND CDBG-DR ENGINEERING ACCOUNT NO. 148-00- 000-8515-00-10-000. PROJECT #DR1P01. WHEREAS, the City of Port Arthur obtained funding from Hazard Mitigation Grant Program (HMGP) and Community Development Block Grant— Disaster Recovery (CDBG-DR) to fund the following four (4) drainage projects: (1) El Vista Subdivision, (2) Port Acres Drainage, (3) Lake Arthur Detention and (4) Stonegate Golf Course (Babe Zaharias Golf Course); and, WHEREAS, pursuant to Resolution 20-020, approved by Council, authorizing the City Manager to enter into an agreement with Stuart Consulting Group of Houston, Texas for the Phase I Engineering and Design for drainage facilities to serve the Lake Arthur area in Port Arthur for a fee not to exceed $700,800.00; and, WHEREAS, the Texas Division of Emergency Management (TDEM) and the Federal Emergency Management Agency (FEMA) has mandated that additional technical data, environmental assessments, additional flood modeling, and impact studies be applied to this project; and, PR No. 21874 3/31/2021 mje Page 2 of 3 WHEREAS, the additional required items by TDEM and FEMA increased the contract amount by $113,225.00 to the new contract amount of$814,025.00 and increasing the contract term by 60 days to a new contract term of 325 days, attached hereto as Exhibit A; 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; and, THAT, the City Council hereby authorizes the City Manager to execute amendment No.1 amend (attached as Exhibit A) to the contract between the City of Port Arthur and Stuart Consulting Group of Houston, Texas; and, THAT,the original contract amount of$700,800.00 increased by $113,225.00 to the new contract amount of$814,025.00; and, 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. 2021 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: PR No. 21874 03/31/2021 mje Page 3 of 3 ATTEST: Thurman"Bill" Bartie Mayor Sherri Bellard City Secretary APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: Valecia eno Ron Burton City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: Kandy Daniel Interim Director of Finance Alberto Elefano, P.E. Director of Public Works Clifton illiams, CPPB Purchasing Manager sers\mgutierrezy.AppData\Local\Packages\microsoft.windowscommunicationsapps_8wekyb3d8bbwe\LocalStat eyFiles\SO\4\Attachments\PR 21874 Lake Arthur CO 1[8373].docx EXHIBIT A AMENDMENT NO. 1 DATE: 04/08/2021 ORIGINAL AGREEMENT DATE: 03/5/2020 STUART CONSULTING GROUP PROJECT DESCRIPTION: Lake Arthur Drainage Improvements ORIGINAL CONTRACT TERM: 280 days NEW CONTRACT TERM including the AMENDMENT will be approximately 60 days CHANGE TO CONTRACT AMOUNT: $113,225.00 (see attached additional repairs listed) ORIGINAL CONTRACT AMOUNT: $700,800.00 CONTRACT AMOUNT due to this AMENDMENT will be: $814,025.00 Executed this day of April, 2021. STUART CONSULTING GROUP By: Print Name: Title: Executed this day of April, 2021. CITY OF PORT ARTHUR By: Ronald Burton City Manager STUART n CONSULTING 1018 Central Avenue.Suite 200 GROUP 13105 Northwest Freeway,Suite 1100 Metairie,LA 70001 Houston,Texas 77040 P: (504)888-5733 F: (504)962-0931 www.5tuartConsultingGroup.com P:(346)241-0400 I F: (504)962-0931 March 22, 2021 City of Port Arthur, Texas Department of Public Works 444 4th Street, 4th Floor Port Arthur, TX Attention: Mr. Alberto Elefano, PE Director of Public Works RE: Additional Engineering Services Lake Arthur Detention Facility Expansion and Stonegate Drainage SCG Project No. S138-20-01 and S138-20-02 Dear Mr. Elefano: As per our recent conversations, FEMA has requested additional storm events (50 and 500) to be modeled so a clear Benefit to Cost Analysis can be performed by FEMA. It was also requested by COPA to obtain slab elevations for those structures that would be receiving benefit from the Lake Arthur and Stonegate drainage improvements. In order for SCG to comply with these requirements, we are respectfully submitting the following proposal to obtain the data necessary to satisfy FEMA: Surveying Task: This work will be performed by Soutex and they will be obtaining over 600 slab elevations throughout both project areas. In addition, for the Lake Arthur area, Soutex will also be obtaining some info of the underground storm system. With all of this data, the H&H folks (5e) will be able to produce the required FEMA data. Soutex's proposal is attached for your review and concurrence. Hydrology/Hydraulics Task: This work will be performed by 5e following the below scope of services: 1. Structural Inventory (Both Projects): This task will take the survey data in a text file format and then import to GIS. Then, using GIS 5e will compare those points to appropriate Water Surface Elevations (WSE) for existing and proposed conditions for required FEMA frequencies. This is what will need to be done for both Project Areas. 2. Lake Arthur (SWMM Modeling): For the design of the project, HEC-RAS is the more appropriate model for channel/detention analysis and design. When wanting to get down to comparing WSE and individual "points"and especially with an internal underground storm sewer system, SWMM is the more appropriate model. If you recall, this type of modeling for the S/D north of Lake Arthur was offered to COPA but COPA did not authorize us at that time as this intricate data was not necessarily required for FEMA. The cost is for creating the SWMM model. This is a very intense effort as 5e will need to model the storm sewer trunk line within this S/D. It is also noted that Soutex may need to do some additional surveying for this effort (cost included under Soutex) as we may not have all of the required plans to properly delineate the route, size and FL's of the main trunks that serve this S/D. However, I do believe this"storm"survey will be minimal as we do have quite a bit of the S/D layout. This will also help in getting Lake Arthur prepared quicker (no need to wait on lots of survey). 3. Golf Course/Stoneqate (Additional FEMA Required Frequencies): Please note that since this was already an underground storm sewer system a SWMM Model was previously done. This cost is to run FEMA required frequencies for existing and proposed conditions to illustrate the benefits. 4. Lake Arthur (Additional FEMA Required Frequencies): Once the SWMM is done (Item 2 above) then 5e will obtain the FEMA required frequencies for existing and proposed conditions to illustrate the benefits. Below is a summary of the fees to provide the required FEMA data: Surveying $ 28,250.00 Structural Inventory (Both Projects) $ 14,600.00 Lake Arthur (SWMM Modeling) $ 43,600.00 Golf Course/Stonegate (Additional FEMA Required Frequencies) $ 19,100.00 Lake Arthur (Additional FEMA Required Frequencies) $ 27,200.00 Total additional engineering & surveying Fees $ 132,750.00 The time to submit the required data for FEMA will be approximately 2 months from written Notice-to-Proceed. To accelerate the time frame, we will work on what tasks can be done simultaneously as we understand that time is of an essence. If you have any questions, please do not hesitate to contact me. Sincerely, Martin J. Cristofaro Martin J. Cristofaro 2021.03.22 14:46:51-05'00' Martin J. Cristofaro, PE, RPLS, CFM Vice President/Lead Project Manager Attachments: Soutex Proposal Dated March 22, 2021 Lake Arthur Layout Stonegate Finished Floor Affected 03-16-2021 cc: Flozelle C. Roberts Hassan Shomalzadeh, PE Mounika Parakala (Ardurra) Elizabeth Rice-Moore, PE s Z (/) _ ,. III I - } Q W • > � < Y O wv a D Z 0 F— 4 * liti: • ! ..". may'• ,x fr v.r '• +4 t� A s +ti Y et f •i ' ,,.. - `' _- - - - . ', ' : wr�,� 404 is -"1 i t " ter- i... <.. ' ,fit *.. . �^s '„P r ',try " 4 — t 4" MLA *� o-� ! � �' r^ t. / 4, 4. -.-• , ,.,Z#, .+r r, .:W. ,fir -a-- �pn--'�- yr i. « s . _ -.• . 9 _'+T,. - n ., .'�".emu • a+ ° I 4 —w �� w �o • / : 1. "liri rL3.: "'"S .. lrr. ' 7.^M.. .. �'roirb .... ,. y- • :1 : : .D .X. ? 'WORNa a a .r 1'$ '. ,I • ,I .^,� i — - E L �„�; .k k.." .» ' 'A 1 . ,<•f. s '1 } y ,,.• ? '"3 ,.aA a ---— e -� � y{ S Fes.. f�# M tt T y a 4 < ;;q.-'`r'.E t y ,M,• ,,a -� -4' • 'a 4 '• 'tins 3 F•: .¢ e e e• ," .i -_ __ A ,1 a t� ,, :,..A:A A S �, ; '— -.e'' .. d 'fr to _� ,\"\ �;,�'Sa f ..mr.-'""",,w. /"^7•++oe.+/° .. 'S.4 , _, ^� - ......4 ry . tom �: 1 h y , k. ? teof "�,�� ' I,r1 ajt - " 1" .,- S . ' $ = ' `>s �► ', ',,`� • A 'e ,. 4 �a la- ter"" ,,,,....;‘,„,„,,,,,,,,i. , ,"..,..... i ,,, ,. Ay 4... 4., , , r 3, r �, 1 4 ' . F;.. , Y• a _ , aSO M :_ «, ,- a 'b THURMAN BARITE,MAYOR RON BURTON CHARLOTTE MOSES,MAYOR PRO TEM City of CITY MANAGER VAL TIZENO COUNCIL MEMBERS: �-- —_ _ CITY ATTORNEY ENGRID HOLMES o r t CAL J.JONES SHERRI BELLARD THOMAS J.KINLAW,HI Texas CITY SECRETARY REV.DONALD FRANK KENNETH MARKS To: City of Port Arthur Departments of Purchasing,Finance,Legal, Public Works, and City Council From: Ron Burton, City of Port Arthur-City Manager Date: March 24,2021 Re: Task orders for additional costs incurred for 404 HMGP projects#32, #33,#34 and#109 The City of Port Arthur is seeking federal funding for projects#32—Lake Arthur detention,#33 —Port Acres drainage improvements,#34—El Vista drainage improvements and#109—Stonegate drainage under the 404 Hazard Mitigation Grant Program(HMGP). Post submission and review of the Phase I — Engineering and design deliverables by Texas Division of Emergency Management (TDEM) and FEMA, FEMA has mandated that additional technical data be supplied for the four projects - namely H & H studies, environmental assessment, additional flood modeling and impact studies for the projects in relation to the additional protection to be provided. Below is a breakdown of estimated additional cost to fulfil the FEMA requirements by AWC Engineering and Stuart consulting Group, respectively. This is a time sensitive activity and, hence, a task order is needed for these amended costs and activities under the current contracts between the City of Port Arthur and the vendor as identified herein: Contract# Vendor FEMA A ' Project Name Additional Project# project Cost 20-022 AWC Engg 32 El Vista Drainage Improvements $17,305.00 20-023 AWC Engg 33 Port Acres Drainage Improvements $24,205.00 20-020 Stuart Consulting 34 Lake Arthur Detention $113,225.00 20-021 Stuart Consulting 109 Stonegate Drainage $40,525.00 Respec ly *i ►4 Ron : o City Manager City of Port Arthur 444 4th Street, Port Arthur, TX, 77640 Ph: (409)983 —8102 Email: ron.burton@portarthurtx.gov Ron Burton,City Manager* ron.burton@nonarthurtx.gov PO Box 1089*Port Arthur,Texas 77641-1089 THURMAN BARTIE,MAYOR ? RON BURTON CHARLOTTE MOSES,MAYOR PRO TEM City of CITY MANAGER VAL TIZENO COUNCIL MEMBERS: CITY ATTORNEY ENGRID HOLMES o t•t r t h u r CAL J.JONES Teas SHERRI BELLARD THOMAS J.KINLAW,HI CITY SECRETARY REV.DONALD FRANK KENNETH MARKS To: The Mayor and City Council From: Alberto Elefano, City of Port Arthur—Public Works Director Date: 4/8/21 RE: FEMA 4332-DR-TX City of Port Arthur HMGP 404 Projects #32, #33, #34, #109 — Reason for additional phase I costs incurred Post the Phase I deliverable submission for projects #32—Lake Arthur Detention, #33 —Port Acres Drainage Improvements, #34—El Vista Drainage Improvements and#109— Stonegate Drainage Improvements, FEMA has reviewed and requested that the City provide additional water surface elevations for each structure, H&H modeling, and foundation details for each of the properties in the project impact area. This has resulted in additional phase I cost for each project. These additional requests are based on new FEMA standards that are being implemented that will evaluate flood insurance premiums not just on risk based on zone but actual elevation information. As the City already has contracts with AWC Engineering for project#33 and#34 and with Stuart Engineering for project#32 and#109, it is recommended to amend the existing contracts with AWC and Stuart engineering to complete the additional work. The increase in cost to meet the FEMA requests will be $195,260. These additional costs were submitted to FEMA as budget amendments for obligation. FEMA will amend the approved budget for the projects which will cover the 75% cost share and the City's remaining 25%responsibility will be reimbursed under the CDBG-DR project. There is no change to the City's responsibility that will impact the City's contribution. Respectfully Alberto Elefano Public Works Director City of Port Arthur 444 4th Street, Port Arthur, TX, 77640 Ph: (409) 983 —8189 Email: alberto.elefano@portarthurtx.gov Ron Burton,City Manager*ron.burto@portarthurbc.gov PO Box 1089*Port Arthur,Texas 77641-1089 ATTACHMENT 2 DESIGN FEE SCHEDULE Design Fees Preliminary Phase (30% Engineering Report) $210 , 240 Design Plans Submittal (60%) $210 , 240 Pre-Final Plans Submittal (90%) $210, 240 Final Plans Bid Package Submittal (100%) $ 60 , 000 Additional TDEM and FEMA Requirements $113 , 225 Bid Phase $ 10,080 Engineer Subtotal $814, 025