HomeMy WebLinkAboutPR 21875: BABE ZAHARIAS GOLF COURSE/STONEGATE DRAIAGE IMPROVEMENTS (1IrV
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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: PR 21875: Babe Zaharias Golf Course/Stonegate Drainage Improvements; Amend the
contract amount by increasing the amount by $40,525.00 to a new contract amount of
$491,314.00. 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#DR1PO4
Introduction:
The intent of this Agenda Item is to authorize the City Manager to amend the contract by increasing the
original contract amount of$450,789.00 by $40,525.00 to the new contract amount of$491,314.00 for
the Babe Zaharias Golf Course/Stonegate Drainage Improvements Phase I Engineering and Design for
drainage facilities by Stuart Consulting Group of Houston, Texas.
Background:
Pursuant to Resolution 20-021, 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 Stonegate area in Port Arthur for a fee not to exceed $450,789.00. 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$450,789.00 by $40,525.00 to the new contract amount of$491,314.00.
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 I 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 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Recommendation:
It is recommended that the City of Port Arthur City Council approve PR 21875 to authorize the City
Manager to amend the contract amount of$450,789.00 by $40,525.00 to the new contract amount of
$491,314.00 for the Babe Zaharias Golf Course/Stonegate 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 of Port Arthur"
P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
PR No. 21875
3/31/2021 mje
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 1 TO THE CONTRACT BETWEEN THE CITY OF
PORT ARTHUR AND STUART CONSULTING GROUP OF HOUSTON,
TEXAS FOR THE BABE ZAHARIAS GOLF COURSE/STONEGATE
DRAINAGE IMPROVEMENTS BY INCREASING THE AMOUNT BY
$40,525.00 TO A NEW CONTRACT AMOUNT OF $491,314.00 AND
INCREASING THE CONTRACT TERM BY 60 DAYS TO A NEW
CONTRACT TERM OF 330 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#DR1PO4.
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 20-021, 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 Babe Zaharias Golf Course Stonegate
area in Port Arthur for a fee not to exceed $450,789.00; 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,
WHEREAS, the additional required items by TDEM and FEMA increased the contract
the original contract amount by$40,525.00 the new contract amount of$491,314.00 and increasing
PR No. 21875
3/31/2021 mje
Page 2 of 3
the contract term by 60 days to a new contract term of 330 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 authorize the City Manager execute Amendment No. 1
(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$450,789.00 increased by $40,525.00 to the new
contract amount of$491,314.00; 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:
Thurman "Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
PR No. 21875
03/31/2021 mje
Page 3 of 3
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
`j.
Valecia' eno Ron Burton
City Attorney City Manager
APPROVED AS FOR AVAILABILITY OF
FUNDS:
d
Kandy Daniel
Interim Director of Finance
C.
Alberto Elefano, P.E.
Director of Public Works
4.141A-A104-..
Clifton Williams, CPPB
Purchasing Manager
EXHIBIT A
AMENDMENT NO. 1
DATE: 04/08/2021
ORIGINAL AGREEMENT DATE: 03/5/2020
STUART CONSULTING GROUP
PROJECT DESCRIPTION: Babe Zaharias Golf Course/Stonegate Drainage Improvements
ORIGINAL CONTRACT TERM: 310 days
NEW CONTRACT TERM including the AMENDMENT will be approximately 60 days
CHANGE TO CONTRACT AMOUNT: $40,525.00 (see attached additional repairs listed)
ORIGINAL CONTRACT AMOUNT: $450,789.00
CONTRACT AMOUNT due to this AMENDMENT will be: $491,314.00
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
CONSULTING
1018 Central Avenue.Suite 200 GROUP 13105 Northwest Freeway, Suite 1100
Metairie,LA 70001 Houston, Texas 77040
P: (504)888-5733 1 F: (504)962-0931 www.StuartCpnsultingGrouo.com P: (346)241-0400 1 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/Stonegate (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
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THURMAN BARTIE,MAYOR .' RON BURTON
CHARLOTTE MOSES,MAYOR PRO TEM City of CITY MANAGER
41 1 �J VAL TIZENO
COUNCIL MEMBERS: .,- CITY ATTORNEY
ENGRID HOLMES =
CAL J.JONES Texas SHERRI BELLARD
THOMAS J.KINLAW,III 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 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
Ni,_
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@vortarthurtx.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: fir- CITY ATTORNEY
ENGRID HOLMES o r t r t h u r
CAL J.JONES SHERRI BELLARD
THOMAS J.KINLAW,III Texas 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.burton@portarthurtx.gov
PO Box 1089*Port Arthur,Texas 77641-1089
ATTACHMENT 2
DESIGN FEE SCHEDULE
Design Fees
Preliminary Phase (30% Engineering Report) $135 , 235
Design Plans Submittal (60%) $135 , 235
Pre-Final Plans Submittal (90%) $135 , 235
Final Plans Bid Package Submittal (100%) $ 35 , 000
Additional TDEM and FEMA Requirements $ 40 , 525
Bid Phase $ 10,084
Engineer Subtotal $491, 314