HomeMy WebLinkAbout(D1) HMGP 404 - #32 Lake Arthur #109 - Stonegate Project Timeline 8-16-2022#32- Lake Arthur Detention Pond
08/2018 – 11/2018 – Notice of Intent (NOI) Submissions to TDEM.
11/23/2018 – Eligibility received from TDEM to put together an application.
11/24/2018 – 4/11/2019 – Multiple meetings were performed with FEMA and TDEM mitigation coordinators to finalize the scope, budget, and impact areas. AWC provided the budget, impact
areas. scope was finalized per Alberto Elefano’s direction. 12 environmental agencies have been contacted by Ardurra to receive clearance on the project – Including US fish and wildlife,
Bureau of Land Management, US Army Corps, Texas Historical Commission, Environmental Protection Agency, National Marine and Fisheries Service, Natural Resources Conservation Service,
National Wetland Inventory, Texas Parks, and Wildlife Service etc. Multiple RFI’s are answered and all documents have been submitted to TDEM.
4/12/2019 – FEMA reviews have been completed and all RFI’s answered. The project is processing in TDEM queues for award.
5/31/2019 – The project Phase I – Engineering has been awarded.
6/24/2019 – A formal award package and terms are forwarded to the City of Port Arthur.
8/20/2019 – Alberto presented the fact that land acquisition will be required as the entire project area is not owned by the City. property ID #268125 owned by Anthony Leger and property
ID # 74516 owned by Shomalzadeh M Hassan were identified as the project landowners.
9/3/2019 - Terrell Kincaid, the Grant coordinator with TDEM has provided clear feedback for the notices that Ardurra sent for review and Cautioned that proceeding with the land purchase
before FEMA approval will create eligibility issues. *** A Detailed Land Acquisition Timeline is created by Ardurra. Please refer to that document for a timeline of events related to
this activity.
8/22/2019 – 11/15/2019 – The City and Ardurra were involved in multiple conversations with TDEM regarding the land purchase and sent review requests to TDEM for draft eminent domain
acquisition notices. Meanwhile, Notices to property ID #268125 owned by Anthony Leger and property ID # 74516 owned by Shomalzadeh M Hassan were sent to invite them for appraisals and
inform them regarding environmental and archeological surveys on their properties.
12/30/2019 – Alberto Elefano informed Ardurra that the City’s council has approved the purchase of the land I.e., property ID # 74516 for $850,000 on 12/3/2019 and sent all the closing
documents from Huy Tran on 12/20/2019. Immediately this being non-compliant with FEMA and CDBG-DR guidelines was discussed with Alberto.
6/25/2019 – 3/4/2020 – The RFQ for Engineers has been put out for the project and vendors have been scored to pick one engineer. There was a push back from AWC regarding the scoring
process so the project has been reprocured to select two engineers i.e., Stuart group for Lake Arthur and Stonegate ; AWC for Port Acres and El Vista.
1/15/2020 – A kick off meeting was held with TDEM.
3/5/2020 – The Engineering and Design contract was awarded to Stuart Group.
3/16/2020 – A Phase I deliverable time extension request has been submitted to TDEM and FEMA because project survey has been delayed due to CoVID outbreak. The due date for this project
Phase I deliverables is set to 12/30/2020.
8/17/20 (Teams Call Attendees - Mike McMahan & Stuart Team, Flozelle Roberts, Alberto Elefano, Kelly Humphries & 5 Engg Team, Dewayne Davis, Councilman Thomas Kinlaw III – CoPA) – Lake
Arthur 30% submittal overview was performed and the contractor recommendations have been discussed. Councilman Kinlaw and the City has requested Stuart team for updates in terms of
project timeline so far and going forward. Mike McMahan confirmed that there was a delay due to COVID on the survey work but the final deadline for the project will still remain 12/2020.
The inundation map models were also discussed. As provided in the submittal 5 Engg exhibit 10(a), 10(b) and 10(c), the inundation models do not show structural benefit but concentrate
on the street ponding. To give the most favorable benefits, 5 Engg said that they could come up with a better model including the benefit calculations from storm sewer improvements
in the neighborhood as the detention pond alone cannot provide the FEMA required benefit for this community. The storm sewer improvements in the Lake Arthur impact area will increase
the cost by another $16M.
The City expressed that they will most probably go with the contractor recommendations for the current project but requested a week’s time to discuss internally regarding the increased
project cost for more benefit to be achieved and respond with comments on the 30% submittal.
8/17/2020 – A meeting with Alberto Elefano was held to confirm the path forward and he directed to move with the FEMA project with the detention pond in the scope.
8/17/20 – 12/21/20 – The design for the project was in progress.
12/24/20 – Phase I deliverables submitted to TDEM.
2/25/21 – Performed a meeting with FEMA to discuss additional environmental assessment (EA) details.
3/1/21 - A cost proposal for the EA was received from Maria Reid of ELOS Environmental
3/2/21 - Revised cost proposal received and submitted to TDEM/Cohn Reznick for procurement compliance.
3/12/21 - BCA RFI Meeting held with TDEM and FEMA where additional requirements have been requested by FEMA after the review of the Phase I deliverables.
3/16/21 - Cohn Reznick reviewed and approved to proceed on the EA work.
3/16/21 – Call with Stuart and 5 Engg was held to discuss additional survey, model, and H&H requirements. A cost proposal for additional work was requested from Stuart.
3/17/21 – An informal cost proposal for additional survey work was provided by Stuart
3/18/21 - The EA proposal from ELOS was signed and sent to ELOS environmental
3/18 - 3/19/21 – the survey contractor was decided to be Soutex and their cost was included in the budget
3/22/21 – A formal and revised cost proposal was submitted by Stuart after the cost negotiations to perform the additional H&H work requested by FEMA.
3/23 – 3/25/21 – Sent additional cost estimates for all three 404 projects to TDEM along with the budget amendment letters and cost alignment spreadsheets.
3/26/21 - ELOS provided the draft EA document for City’s comments
3/26/21 - Cliff checked with legal and said the amendments for Stuart group need to be approved by Council
4/13/21 – council approved the additional cost for the contract amendments with Stuart to perform additional H&H work requested by FEMA.
4/19/21 – signed resolutions were provided by legal to purchasing
4/20/21 – Amended contracts were provided to Stuart for signatures
4/22/21 – Amended contracts were signed and returned by Stuart
4/23/21 - City’s comments on ELOS EA draft were sent
4/23/21 – Survey work is complete
4/28/21 - Comments/changes in the EA draft is being incorporated and the final copy will be provided to the City for review on 5/17/21.
4/29/21 – The models and inundation maps are being worked on.
4/30-5/2/21 – The H&H models were developed and Simultaneously the DDF calculations were performed per disaster in the meantime.
5/26/21 - The updated final package containing revised BCA and DDF calculations per FEMA’s request were forwarded to TDEM for #32 – Lake Arthur Detention for $19.1M project budget.
6/4/2021 – The Environmental Assessment (EA) report for Lake Arthur Detention requested by FEMA EHP is sent to Joshua Brogdon
6/7/21 – Follow up with Joshua Brogdon of TDEM with GMS links for all 404 projects where the updated submittals are uploaded.
6/9/21 – Additional PR&G Environmental clearance is requested by TDEM and coordination with ELOS environmental was in progress to submit revised environmental reports.
6/28/21 – A call with Joshua Brogdon of TDEM to follow up on the request for a timeline for review and approval of the updated Phase II submittals sent per FEMA’s request.
7/6/21 – A Call with Joshua Brogdon where the update received was that the responses with updated Phase II submittals are still in review with FEMA. We can expect a write up from FEMA
engineer (Frank Raspberry) with questions on the BCA. Frank was on leave and TDEM can provide a timeline on the projects as soon as the returns.
7/21/21 – Another follow up email requesting an update was sent to Joshua Brogdon.
7/28/21 – A meeting was requested by TDEM and FEMA to discuss regarding the BCA and H&H models submitted for #32, #33, #109 and #34.
7/29/21 – A call with TDEM and FEMA was held to clarify their questions. FEMA challenged the use of Harvey inundation data in the DDF calculations and asked to use the model data that
does not show any structural flooding to the residences. FEMA will only accept the modelled inundation data
8/4/21 – Further clarifications regarding who handled the project components was sent to TDEM in response to their questions.
8/11/21 – FEMA issued first informal RFI on projects #32 and #109 on 8/11 that were due 8/26.
8/24/21 – The City/Ardurra requested 7 business day extensions on projects #32 and #109 to provide responses to the RFI’s. Same day, TDEM responded that the RFI due dates are extended
till Sep 3rd (9/3/21).
8/26/21 – Requested more policy/guidance references from FEMA related to some of the questions or restrictions mentioned in the RFI’s sent on 8/11/21.
8/30/21 – TDEM setup a meeting for 9/2/21 with FEMA.
9/1/21 – A follow up email sent to TDEM regarding response to the questions sent to FEMA on 8/26/21.
9/2/21 – TDEM forwarded a response to our questions from 8/26/21 that was provided by FEMA.
9/3/21 – An extension request for RFI deliverables until 11/5/21 was sent to TDEM for #32 and #109.
9/4/21 – 11/4/21 – The additional modelling done by Stuart and 5 Engineering did not support the project benefit cost analysis (BCA). Stuart engineering confirmed the previously discussed
issue since 30% submittal that the Harvey type flooding in this area is a regional issue due to overwhelming of the DD7 flooding and the local infrastructure by itself can handle the
inundation. The flow from DD7’s systems is what overwhelms the local systems. Either way the H&H models do not show significant structural flooding that FEMA accepts in their BCA.
Multiple discussions with DD7 have taken place to get any help or models related to their infrastructure but DD7 confirmed that no relevant models existed.
11/5/21 – An extension request for RFI deliverables until 1/6/22 was sent to TDEM for #32.
11/6/21 – 1/18/21 - Obtained and evaluated historical losses due to Hurricane Harvey through NFIP claims, Re-evaluated the proposed mitigation impacts based on new NFIP data, Developed
BCA models to compare various storm frequencies, Looped in AWC and Ardurra engineers for additional reviews and modelling to support the project BCR.
1/18/22 - An extension request for RFI deliverables until 4/18/22 was sent to TDEM for #32.
1/18/21 – 4/19/2022 - Explore alternative options of mitigation measures that address the regional challenges of the impacts of Hurricane Harvey and the surrounding flood protection
systems; coordination with USACE to obtain Jurisdictional determination, Recalculate the BCR based on new modeling and frequencies to compare historic vs. professional analyses for
the impact areas; Exploring additional funding sources for the project.
4/18/22 - An extension request for RFI deliverables until 7/18/22 was sent to TDEM for #32.
4/18/22 – Current – Alternate funding sources are being identified for this project at this point.
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#109 – Stonegate Drainage
This project is not yet awarded. Only Phase II – construction is included in the project cost.
12/14/2018 - Notice of Intent (NOI) Submitted to TDEM.
5/4/2020 –In TDEM grants manager online portal, it showed that the project is selected for round 2 funding. An updated project package was sent to TDEM and they were informed that the
project design is in progress and is funded by CDBG-DR funds and Phase II construction costs will be a part of the
HMGP round 2 funding application. The 100% design plans and engineer recommended budget will be submitted post design completion.
1/28/21 – Project deliverables including 100% Engg and design, application, BCA, and SF 424 are submitted to TDEM
1/29 – 2/2/21 – Additional clarifications regarding submitted data was provided to TDEM
3/12/21 – FEMA requested an updated BCA that incorporates the guidance provided for the awarded projects i.e., #32, #33 and #34.
3/22/21 – A formal cost proposal for additional survey and H&H was submitted by Stuart after the cost negotiations.
3/26/21 - Cliff checked with legal and said the amendments need to be approved by Council
4/13/21 – council approved the additional cost for the contract amendments with Stuart
4/19/21 – signed resolutions were provided by legal to purchasing
4/20/21 – Amended contracts were provided to Stuart for signatures
4/22/21 – Amended contracts were signed and returned by Stuart
4/23/21 – Survey work is complete
4/29/21 – The models and inundation maps are being worked on.
4/30-5/2/21 – The H&H models were developed and Simultaneously the DDF calculations were performed per disaster in the meantime.
5/24/21 - The updated final package containing revised BCA and DDF calculations per FEMA’s request were forwarded to TDEM for #109 – Stonegate Drainage for $16.8 M project budget.
5/24/21- 6/27/21 – Project was in FEMA Review
6/28/21 – A call with Joshua Brogdon of TDEM to follow up on the request for a timeline for review and approval of the updated Phase II submittals sent per FEMA’s request.
7/6/21 – A Call with Joshua Brogdon where the update received was that the responses with updated Phase II submittals are still in review with FEMA. We can expect a write up from FEMA
engineer (Frank Raspberry) with questions on the BCA. Frank was on leave and TDEM can provide a timeline on the projects as soon as the returns.
7/21/21 – Another follow up email requesting an update was sent to Joshua Brogdon.
7/28/21 – A meeting was requested by TDEM and FEMA to discuss regarding the BCA and H&H models submitted for #32, #33, #109 and #34.
7/29/21 – A call with TDEM and FEMA was held to clarify their questions.
8/4/21 – Further clarifications regarding who handled the project components was sent to TDEM in response to their questions.
8/11/21 – FEMA issued first informal RFI on projects #32 and #109 on 8/11 that were due 8/26.
8/24/21 – The City/Ardurra requested 7 business day extensions on projects #32 and #109 to provide responses to the RFI’s. Same day, TDEM responded that the RFI due dates are extended
till Sep 3rd (9/3/21).
8/26/21 – Requested more policy/guidance references from FEMA related to some of the questions or restrictions mentioned in the RFI’s sent on 8/11/21.
8/30/21 – TDEM setup a meeting for 9/2/21 with FEMA.
9/1/21 – A follow up email sent to TDEM regarding response to the questions sent to FEMA on 8/26/21.
9/2/21 – TDEM forwarded a response to our questions from 8/26/21 that was provided by FEMA.
9/3/21 – A extension request for RFI deliverables until 11/5/21 was sent to TDEM for #32 and #109.
8/11/21 – 11/2/21 – Ardurra Engineers also performed additional 400 year storm frequency PC SWMM models free of cost so we can support the project BCR. By this time Stuart did not agree
to provide additional modeling to satisfy FEMA requirements in a timely manner.
11/4/21 – A formal RFI response was submitted thru TDEM link and emails for #109 project FEMA review.
11/5/21 – 12/19/21 – Project #109 is in FEMA’s review.
12/20/21 - – A follow up email sent to TDEM to check for #109 Phase II award status and timeline.
12/21/21 – 2/1/22 - Project was in FEMA Review
2/1/22 – On behalf of FEMA, TDEM sent an RFI with a due date of 2/14/22.
2/14/22 – A formal RFI response answering all FEMA’s questions was submitted to TDEM.
2/15/22 – 7/26/22 - Project was in FEMA Review. Periodic status and follow up requests were sent to TDEM in this timeframe.
7/27/22 – FEMA sent a final set of questions in an RFI due 8/11/22, asking for more H&H information in a different format and asked to change some commercial property structure damage
mean %’s set by USACE.
7/27/22 - 8/11/22 – Ardurra Engineers performed additional H&H models and provided necessary support for the RFI response.
8/11/22 – A formal RFI response answering all FEMA’s questions was submitted to TDEM.
8/16/22 – The project has a BCR of 1.14 and is in FEMA’s review for approval and award.