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Home My WebLink AboutPR 12180:EDC JADE ROADinteroffice MEMORANDUM To= From= Subject= Date: Mayor, City Council, City Manager Mark T. Sokolow City Attorney ~ ~ P. R. No. 12180; Council Meeting of April 29, 2003 April 25, 2003 Attached is P. R. No. 12180 approving a Change Order in the amount of $25,978.50 for revisions in the Jade Road connection as it pertains to the City of Port Arthur Section 4A Economic Development Corporation Contract III with Excavators & Constructors. MTS/ts Attachment CC: Direcuor of Finance Executive Director of EDC P. R. No. 12180 04/25/03 ts RESOLUTION NO. A RESOLUTION APPROVING A CHANGE ORDER IN THE AMOUNT OF $25,798.50 FOR REVISIONS IN THE JADE ROAD CONNECTION AS IT PERTAINS TO THE CITY OF PORT A~THUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION CONTRACT III WITH EXCAVATORS AND CONSTRUCTORS Contract III with Excavators & Contractors was WHEREAS, approved in the amount of $1,109,990; and WHEREAS, Bill Diamond has recommended a Change Order in the amount of $25,798.50, as denoted in Exhibit "A"; and WHEREAS, Schaumburg & Polk have recommended this Change Order, as delineated in Exhibit "B". NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council herein approve this request for a Change Order for $25,798.50 for revisions in the Jade Road connection. Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, Council of the City of voEe: AYES: Mayor Councilmembers ADOPTED AND APPROVED on this day of , A.D., 2003, at a Regular Meeting of the City Port Arthur, Texas, by the following NOES: ATTEST: MAYOR CITY SECRETARY APPROVED AS TO FORM~ CITY ATTORNEY APPROVED FOR ADMINISTRATIONs CITY MANAGER APPROVED AS TO THE AVAILABILITY OF DIRECTOR OF FINANCE FUNDS EXHIBIT "A" Diamond Consulting 11 Gambrel Oak Place The Woodlands, Texas 77380 Economic Development Architecture Planning April 14, 2003 Mr. lke Mills Executive Director Port Arthur Economic Development Corporation P.O: Box 1089 Port Arthur, Texas 77640-1089 De~e, City Council Meeting to Award Contracts and Change Orders for Business Park As you know, bids for Conh'acts I and VII were received in January and February respectively. I delayed submitting them for award until they could be considered as one package along with Change Order 2 for Contract VI and Agreement letters fi.om the utility companies. As you will recall The March EDC board meeting was delayed several weeks. But these have not been included on either of the two subsequent City Council meeting agendas and are thus still pending. Change Order 2 to Contract VI is now critical. The enntmctor must receivo the altemats valve called for in this change order before he can complete construction of the retention pond and ouffall structures. This valve has a lead- time of weeks in order to allow it to be fabricated specifically for our application. The following agreements that were approved by the EDC Board on March 31: Contract VI- Change Order 2 -Substitution of ouffall valves + $15,406.00 Coniract I - General Requirements - award of the following: Contact for Consumctian Sign - $1,957.34 to Fast Sign Contract for Temporary Project Sign - $4,125.87 to Fast Signs Contract for Modular Office - $48,893.00 to Eagle Pro Engineering Inc. Contact VII Landscaping and Final Grading- award of the following: Contract for construction - $597,672.00 to Excavators and Constructors Inc. Utility Agreements Agreement for Power Services- Gas Service- $351,000.00 with Entergy Not to exceed $165,000 -with Texas Gas In addition to these items we have since uncovered two additional items that may require action by both the EDC Board and City Council. They are: Potential changes to Contract v - Road Improvements as a result of changes in soil moisture content (see Monthly Report for March and April). Additional soil tests are currently underway to resolve concerns and revise paving section and sub grade design if required. Change Order 3 to Contract tl/- Underground Utilities - This change order is for revisions in the lade Road connection to a new offsite water line being constructed by the City under separate con~ract. These ph 281 367 7821 fax 281 292 7552 email diaconsult@worfdnet, alt. net ge Mills April 14, 2003 Page 2 of 2 revisions are the results of changes r~quested by the City's Utility Director. It and will increase the length of bore under FM 365, require the removal and replacement of a portion of'Jade Ave south of PM 365 and add valves and other appurtenances at the connection point. A proposal in the amount of $25,79g.50 has been received from E&C Inc and reviewed by our Engineer. This change order is also time critical. I respectfully request that a special meeting be scheduled with the City Council at the earliest practical date. It this is not possible, I request that the city include these items on its next regular council meeting. If it is possible I also request that a special meeting of the EDC Board be scheduled prior to the Council meeting to consider Change Order 3 to Cuneact HI and (if matters can be resolved in time) any changes to Cun~raet V. If you have any questions please let me know. Warm regards, William E. Diamond H Cc: Tim Alexander Bill Hughes EXHIBIT "B" Diamond Consulting Fax 281' 367 7223 Email bi[1~diamondconsulfingonline.com Fax Message Date April 25~ 2003 To Mark Sokolow From Bill Diamond Schaumburg & Polk, Inc. CONSULT1NG ENGINEERS 8865 College St.. Suite t00 PhOne 1409 866-034 April 11, 2003 RECEIVED BY Mr. William E. Diamond Diamond Consulting 11 Gambrel Oak Place The Woodlands, TX 77380 APR I i 2903 PAEDC - Port Arthur Business Park Contract III - Request for Change Order No. 3 Dear Mr. Diamond: Please find attached, one copy of the letter from Excavators & Constructors requesting the cost for additional compensation for extending the boring for the new 16" water line across F.M. 365. The original design included in our plans called for us to tie-in to the existing 8" water line located on the north side of FM 365. These plans were rewsed a'~ the City's request to make the tie-in on the south side of FM 365 and required om: project to bore under FM365. Due to the routing of the other water line project, we relied on other consultant's and the City staff for information to include for our final design arrangement and for the boring location. The plans were revised at the direction of the City of Port Arthur to accommodate the future tie-in and abandon the existing line. Apparently, much of the information provided to our office for this design was lacking in accuracy as to exact location of the existing water lines and tie-in points. After several more meeting with City of Port Arthur staff' and field excavation of the exact location of the water lines, we have fmalized the additional requirements necessary to accomplish this tie-in. The attached letter from Excavators & Constructors, Inc. requests a change order to be issued in the amount of $25, 798.50 to extend the boring and casi~g approximately 27' and additional pipe, valves and fittings to allow for furore tie-in needs of the City of Port Arthur. Also, the new location of the boring will require that Jade Avenue be blocked and a detour provided for a few days. Additionally, since we will be excavating in part of the existing street for these tie-ins, we now require cement stabilized backfill materials for this task. We have verified that this cost estimate is an accurate estimate of the cost associated with these changes and we anticipate that the tie-in will be constructed to the satisfaction of the City when these changes are implemented. Please contact me if you have any questions or other concerns in this matter and we will proceed with the execution of a change order once the PAEDC and City Council board has given approval. Sincerely, William R. Hughes, Jr., P.E. Project Manager Attachment Copy to: Ike Mills, Executive Director, Port Arthur EDC PAEDC Project Files c/o Diamond Consulting SPI File No. 3602.0 Excavators & Constructors, Inc. 8869 S. Hwy 69 Port Arthur, TX 77640 April 9. 2003 Phone: (409) 721-6030 ~ax: (409) 721-6037 Schaumburg & Polk. Inc. 8869 College Street, Suite 100 Beaumont, TX 77707 Attn: Mr. William Hughes, Jr. P.E. RE: Port Arthur Business Park Contract III, Pay Item #5 Dear Sir, As discussed this morning, several changes are necessary at Jade and Highway 365. These changes are a result of locations of existing facilities and the City's desire to change alignment and Tie-in locations. Additional work invoIved include: 1. Additional Bore length to clear culverts 2. Added 16" C-905 with fittings 3. Added 8" C-900 with fittings 4. Removal and replacement of asphalt 5. Special Backfill 6. Temporary Detour 7. Changed 8" Tie-ins We propose to install this additional work for a lump sum amount of $25,798.50. Should this meet your approval, please prepare the appropriate change order. Should you have any questions please call this office. Sincerely, Earl Cooper