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HomeMy WebLinkAboutPR 22390: ARCENEAUX, WILSON & COLE, LLC, MASTER DRAINAGE PLAN CONTRACT AMENDMENT NO. 1 EXTENSION City Of o r 1 1.1 h it www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: November 10,2022 To: The Honorable Mayor and City Council Through: Ron Burton; City Manager From: John Cannatella,PE,City Engineer RE: P.R. 22390: Arceneaux, Wilson&Cole, LC of Port Arthur,Texas: Master Drainage Plan Contract Amendment No. 1 —Extension of contract time by 270 calendar days.Project No.: DR1P05OTH Introduction: The intent of this Agenda Item is to authorize the City Manager to accept Contract Amendment No. 1 from Arceneaux, Wilson&Cole,LLC of Port Arthur,Texas extending the contract time by two hundred seventy (270)days from the original contract completion date of September 23,2022 to the new contract completion date of June 20, 2023. Background: The City of Port Arthur proposed the development of a citywide master drainage plan and policy guide that identified potential drainage concerns throughout the City. The City advertised for engineering firms to submit their qualifications regarding their ability to develop a citywide master drainage plan. Arceneaux, Wilson & Cole, LLC (AWC) of Port Arthur, Texas was selected to develop this plan. Pursuant to Resolution No. 21-345, the City of Port Arthur City Council approved entering into a contract with AWC for the not-to-exceed amount of$1,285,300.00 for a period of three hundred sixty- five (365)days. AWC is requesting approval of Contract Amendment No. 1 that will add an additional two hundred seventy (270) calendar days to the contract completion date citing complexity of completing citywide tasks, its desire to provide a quality product,weather delays, and COVID. Budget Impact: There is no budgetary impact associated with Contract Amendment No. 1. Recommendation: It is recommended that the City of Port Arthur City Council approve PR 22390 with Arceneaux, Wilson& Cole,LLC of Port Arthur,Texas authorizing the City Manager to accept Contract Amendment No. 1. "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 PR No.22390 11/10/2022 mje Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 1, ADDING 270 CALENDAR DAYS TO THE ORIGINAL CONTRACT COMPLETION DATE OF SEPTEMBER 23, 2022 AMENDING IT TO THE NEW CONTRACT COMPLETION DATE OF JUNE 20, 2023 FOR ARCENEAUX, WILSON & COLE, LLC OF PORT ARTHUR, TEXAS TO COMPLETE ITS DEVELOPMENT OF A CITYWIDE MASTER DRAINAGE PLAN FOR THE NOT-TO-EXCEED AMOUNT OF $1,285,300.00. FUNDS ARE AVAILABLE IN PROJECT NO. DR1P05-OTH AND DR1P05-OTH-CDF. WHEREAS, the City of Port Arthur proposes the development of a citywide master drainage plan that identifies potential drainage problems with the goal of developing a road map for future drainage-related activities; and, WHEREAS, Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas was selected by staff as the most qualified submitter to produce the master drainage plan and policy; and, WHEREAS, pursuant to Resolution No. 21-345, the City of Port Arthur City Council approved entering into a contract with Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas for the not-to-exceed amount of $1,285,300.00; and, WHEREAS, Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas has submitted a Proposal for Contract Amendment No. 1 for Master Drainage Plan to extend the contract time by an additional two hundred seventy days (270) calendar days to the original contract completion date, See Exhibit A; and, WHEREAS, Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas recommends the additional time to allow for the complexity of completing the citywide tasks, its desire to provide a quality product, weather delays, and COVID; and, PR No. 22390 11/10/2022 mje Page 2 of 3 WHEREAS, approval of Contract Amendment No. 1 for the addition of two hundred seventy (270) calendar days amending the original contract completion date of September 23, 2022 to June 20, 2023 is herein deemed an appropriate action; 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 Contract Amendment No. 1 submitted by Arceneaux, Wilson &Cole, LLC of Port Arthur, Texas, see Exhibit B; and, THAT, a copy of the caption of this Resolution No. be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of , A.D. 2022 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Thurman "Bill" Bartle Mayor ATTEST: Sherri Bellard City Secretary PR No.22390 11/10/2022 mje Page 3 of 3 APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: Valecia Ti eno Ron Burton City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: Kandy Daniel Interim Director of Finance J n,Cannatella, PE City Engineer Clifton Williams, CPPB Purchasing Manager EXHIBIT A CITY OF PORT ARTHUR Public Works Engineering DATE: NOVEMBER 10,2022 PROJECT: MASTER DRAINAGE PLAN OWNER: CITY OF PORT ARTHUR CONTRACTOR: ARCENEAUX,WILSON&COLE,LLC OF PORT ARTHUR,TEXAS CONTRACT AMENDMENT NO.:01 THE FOLLOWING CHANGES IN THE PLANS AND/OR SPECIFICATIONS ARE HEREBY MADE: Adjust the Estimated Quantities to reflect the Actual Quantities used in the completion of the project: Item Item Original Original Final Description Unit Unit Price No. Code Quantity Amount Amount NO CHANGE TO CONTRACT AMOUNT ORIGINAL CONTRACT AMOUNT $ 1,285,300.00 $ 1,285,300.00 ORIGINAL CONTRACT AMOUNT: $ 1,285,300.00 NET FROM PREVIOUS AMENDMENTS: $ TOTAL AMOUNT OF THIS AMENDMENT NO.1: $ PERCENT OF THIS AMENDMENT NO.1: TOTAL PERCENT AMENDMENT NO.1: FINAL CONTRACT AMOUNT: $ 1,285,300.00 270 CALENDAR DAYS HAVE BEEN ADDED IN THE CONTRACT BY AMENDMENT NO.1 ORIGINAL CONTRACT COMPLETION DATE: SEPTEMBER 23,2022 ADDITIONAL CONTRACT DAYS: 270 NEW CONTRACT COMPLETION DATE: JUNE 20,2023 ACCEPTED BY: PREPARED BY: Keith Zotzky,PE,CFM Arceneaux, M.Jennifer Edwards,BAAS,MPA CIP Wilson&Cole,LLC Manager APPROVED BY: APPROVED BY: John Cannatella,P.E.,City Engineer Clifton Williams,CPPB,Purchasing Manager APPROVED BY: Ronald Burton,City Manager EXHIBIT B tv. emit ARCENEAUX WILSON&COLE engineering I surveying I planning November 09, 2022 Mr. John Cannatella, P.E. City of Port Arthur City Engineer 444 4th Street Port Arthur, Texas 77640 RE: Proposal For Contract Amendment No. 1 for Master Drainage Plan AWC Job No. CPA-1030 Mr. Cannatella: Attached is Contract Amendment No.1 for the Master Drainage Plan project. This contract amendment is for extending the contract time by two hundred seventy (270) calendar days. During preliminary project planning with the City, AWC recommended an 18- month contract time for completion of the scope of work. This recommended timeframe took into consideration the complexity of completing a city wide hydrologic & hydraulic (H&H) model, and the amount of field survey time necessary to build an accurate database of the City's entire drainage infrastructure system. As part of the executed contract between the City and AWC, the City would only allot for and initial 12-month contract time to complete the final scope of work. Currently, AWC is working through the final stages of QA/QC of all the gathered field data necessary to build an accurate GIS database and existing system model. At the request of the City, an H&H model has been completed for the far southwestern portion of the existing storm sewer system due to recent flooding events. AWC has also been working concurrently towards completing the Drainage Criteria Manual. Given the number of tasks remaining 409.724.7888 3120 Central Mali Drive Port Arthur,TX 77642 Engineering Surveying awceng.com F-16194 10194049 .A0) • .M to complete, we feel it is inherently important to request the City consider extending the contract time to 21-months in order to not jeopardize the quality of final deliverable products. AWC has also experienced obstacles such as inaccessible and buried manholes, and delays due to weather and COVID-19 since commencing work on this project. This change order will add 270 Calendar Days (9-months) to the original contract time. There are no costs associated with this change order. We recommend that the City of Port Arthur authorize this change order to the contract as submitted. We have attached Contract Amendment No. 1 which modifies the contract to reflect this change for your consideration and action. Should you have any questions or require additional information, please contact our office. ARCENEAUX WILSON & COLE LLC Keith Zotzky, . ., CFM Attachments: Revised Design Schedule k 4DA ARCENEAUX WILSON&COLE engineering I surveying I planning MASTER DRAINAGE PLAN REVISED DESIGN SCHEDULE PHASE CALENDAR DAYS 1. Data Acquisition (30%) 390 2. System Analysis (60%) 180 3. Draft of Master Drainage Plan (90%) 40 4. Final Master Drainage Plan (100%) 25 409.724.7888 3120 Central Mall Drive Port Arthur,TX 77642 Engineering Surveying awceng.com F-16194 10194049 'fa 416/r .. 1. DATA ACQUISITION 30% (390 Days- October 18, 2022) A. A Data Acquisition Memorandum shall be completed in this phase and will include the following: B. Survey and verification evaluation of soil conditions for surficial drainage of existing system. C. Condition assessment of existing storm water facilities. D. Applicable floodplain data. E. Acquire data USACE, DD7 and previous drainage studies. F. Existing drainage boundaries. G. Potential problem areas in the City's drainage system. H. Outline template for GIS inventory map, as determined by the City. I. Review/analysis of City's existing design criteria for development. 2. SYSTEM ANALYSIS SUBMITTAL 60% (180 Days-April 16, 2023) A. A system Analysis Memorandum shall be completed in this phase and will include the following: B. Hydrology study and results. C. Hydraulic analysis and results. D. Proposed system improvements per basin as determined by hydraulic analysis. E. Identification of growth areas in the city and their impact on system. F. 1st draft of city design criteria for development. G. Development of improvement ranking system. 3. DRAFT of FINAL REPORT SUBMITTAL 90% (40 Days- May 26, 2023) A. The Draft of Final Report shall include the following: B. All items in the 30% and 60%submittals in draft form. C. All maps and exhibits as indicated by reports and findings. D. Recommendations with schedule for improvements and implementation. E. Cost Estimate for recommended improvements. F. City design criteria for development. 4. FINAL MASTER DRAINAGE PLAN 100% (25 Days -June 20, 2023) A. Final Master Drainage Plan will be finalizing the 90% plan submittal by addressing comments received as a result of the City review. B. The ENGINEER shall provide the Final Master Drainage Plan in electronic format as well as (5) bound sets of the final document.