HomeMy WebLinkAboutPR 21876: PORT ACRES DRAINAGE IMPROVEMENTS a ._
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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: PR 21876: Port Acres Drainage Improvements; Amend the contract amount by
increasing original contract amount by $24,205.00 to a new contract amount of
$710,072.00. 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#DR1P03
Introduction:
The intent of this Agenda Item is to authorize the City Manager to amend the contract by increasing the
original contract amount of$685,867.00 by $24,205.00 to the new contract amount of$710,072.00 for
the Port Acres Drainage Improvements Phase I Engineering and Design for drainage facilities by
Arceneaux, Wilson and Cole of Port Arthur, Texas.
Background:
Pursuant to Resolution 20-023, approved by Council, authorizing the City Manager to enter into an
agreement with Arceneaux, Wilson and Cole of Port Arthur, Texas for the Phase I Engineering and
Design for drainage facilities to serve the Port Acres area in Port Arthur for a fee not to exceed
$685,867.00. 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$685,867.00 by $24,205.00 to the new contract amount of
$710,072.00. 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
S:\Engineering\PUBLIC WORKS\PW-DRAINAGE PROGRAM\Port Acres\Agenda Memo Port Acres CO 1.docx
Recommendation:
It is recommended that the City of Port Arthur City Council approve PR 21876 to authorize the City
Manager to amend the contract amount of$685,867.00 by $24,205.00 to the new contract amount of
$710,072.00 for the Port Acres Drainage Improvements executed by Arceneaux, Wilson and Cole of
Port Arthur, Texas for the Phase I Engineering and Design.
"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. 21876
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 ARCENEAUX WILSON AND COLE OF PORT ARTHUR,
TEXAS FOR THE PORT ACRES SUBDIVISION DRAINAGE
IMPROVEMENTS BY INCREASING THE AMOUNT BY $24,205.00 TO A
NEW CONTRACT AMOUNT OF $710,072.00 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 #DR1P03.
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 20-023, approved by Council, authorizing the City
Manager to enter into an agreement with Arceneaux, Wilson and Cole of Port Arthur, Texas for
the Phase I Engineering and Design for drainage facilities to serve the Port Acres area in Port
Arthur for a fee not to exceed $685,867.00; 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 original
contract amount of$685,867.00 by $24,205.00 to the new contract amount of$710,072.00 and
>:'la'v}er`2021`,PR 21876 Port Acres Co18370.docx
PR No. 21876
3/31/2021 mje
Page 2 of 3
increasing the contract term by 60 days to a new contract term of 330 days, as attached 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
(attached as Exhibit"A")to the contract between the City of Port Arthur and Arceneaux, Wilson
and Cole of Port Arthur, Texas; and,
THAT, the original contract amount of$685,867.00 increased by $24,205.00 to the new
contract amount of$710,072.00; 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
PR No. 21876
03/31/2021 mje
Page 3 of 3
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
Valecia zeno Ron Burton
City Attorney City Manager
APPROVED AS FOR AVAILABILITY OF
FUNDS:
4.<
Kandy Daniel
Interim Director of Finance
c.
Alberto Elefano, P.E.
Director of Public Works
Ljtiot
Clifton Williams, CPPB
Purchasing Manager
EXHIBIT A
AMENDMENT NO. 1
DATE: 04/08/2021
ORIGINAL AGREEMENT DATE: 03/5/2020
ARCENEAUX WILSON & COLE
PROJECT DESCRIPTION: Port Acres Drainage Improvements
ORIGINAL CONTRACT TERM: 270 days
NEW CONTRACT TERM including the AMENDMENT will be approximately 60 days
CHANGE TO CONTRACT AMOUNT: $24,205.00 (see attached additional repairs listed)
ORIGINAL CONTRACT AMOUNT: $685,867.00
CONTRACT AMOUNT due to this AMENDMENT will be: $710,072.00
Executed this day of April, 2021.
ARCENEAUX WILSON & COLE
By:
Print Name:
Title:
Executed this day of April, 2021.
CITY OF PORT ARTHUR
By:
Ronald Burton
City Manager
AIM
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ARCENEAUX WILSON &COLE
Gnyuieerl y uiveyniy ulurvnny
March 22, 2021
Mr. Alberto Elefano, PE
City of Port Arthur
PO Box 1089
Port Arthur, Texas 77641-1089
RE: Proposal for Additional Engineering
for Port Acres, Port Arthur, Texas
Dear Mr. Elefano,
Thank you for requesting our proposal for additional engineering design for
drainage facilities to serve the Port Acres area in Port Arthur. Based on our
understanding, Arceneaux Wilson & Cole LLC (AWC) will provide a Hydrology
and Hydraulics (H&H) report for the Port Acres drainage project designed by
AWC. The H&H report will be utilized in the Benefit Cost Analysis (BCA) for the
proposed improvements in the Port Acres drainage basin. The area for the H&H
report in Port Acres is described and delineated by exhibits provided by Ardurra.
For this project, we propose the following Scope of Services:
SCOPE OF SERVICES
1. AWC will provide a Hydrology and Hydraulics Report for the Port Acres
drainage area in accordance with FEMA guidelines.
2. AWC will perform a survey to determine the finished floor elevation of
approximately 460 +/- residences in the Port Acres drainage study area.
Deliverables to include address and finish floor elevation for each selected
residence.
3. AWC will provide an analysis of the expanded Port Acres drainage area.
Analysis will include a water surface elevation for a 25-, 50-, 100-, & 500-
year rainfall events at the residences where finished floor elevations are
obtained. Analysis data and a summary of the data will be included in the
H&H report.
409.724.7888
2901 Turtle Creek Dr.,Suite 320
Port Arthur,TX 77642 Engineering Surveying
awceng.com F 16"94 10194049
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BREAKDOWN OF ADDITIONAL SERVICES
Additional Surveying $12,650
Analysis for Additional Storm Events $11,555
PROPOSED FEE AND SCHEDULE
For the services rendered, we propose a maximum fee not to exceed Twenty-
Five Thousand Two Hundred Five Dollars ($24,205.00). Please let me know if you
have any questions or concerns about the scope, fee, or schedule. We
appreciate this opportunity to serve the City of Port Arthur.
Very truly yours,
ARCENEAUX WILSON & COLE LLC
Joe M. Wils n Jr., PE
President
THURMAN BARTIE,MAYOR RON BURTON
CHARLOTTE MOSES,MAYOR PRO TEM City of CITY MANAGER
VAL TIZENO
COUNCIL MEMBERS: — CITY ATTORNEY
ENGRID HOLMES o r t r t h a r
CAL J.JONES 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(I-IMGP).
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
@0°r
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.burtonritoortarthurtx.gov
PO Box 1089*Port Arthur,Texas 77641-1089
THURMAN BARTLE,MAYOR RON BURTON
CHARLOTTE MOSES,MAYOR PRO TEM City of L CITY MANAGER
t `'" VAL TIZENO
COUNCIL MEMBERS: CITY ATTORNEY
ENGRID HOLMES o r E r t Ia u r
CAL J.JONES SI-LERRI 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
6_,4,X C. 6.*--..:
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.go,i
PO Box 1089*Port Arthur,Texas 77641-1089
ATTACHMENT 2
DESIGN FEE SCHEDULE
Design Fees
Preliminary Phase (30% Engineering Report) $137, 200
Design Plans Submittal (60%) $200,000
Pre-Final Plans Submittal (90%) $200,000
Final Plans Bid Package Submittal (100%) $138 , 667
Additional TDEM and FEMA requirements $ 24, 205
Bid Phase $ 10 , 000
Engineer Subtotal $710 , 072