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Home My WebLink AboutPR 23025: SOUTH 1ST AVENUE PAVEMENT IMPROVEMENT, ELITE CONTRACTORS & EQUIPMENT, CHANGE ORDER 1 0 Cti} of nrt rthur 777,7 www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 7, 2023 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: John Cannatella, PE, City Engineer / 'I RE: PR 23025: South 1st Avenue Paveme if provement—Elite Contractors & Equipment of Kirbyville, Texas. Change Order No. 1 for electronic security gate work at the Sabine Pass Port Authority. Project No. ST1P9O-CON. Introduction: The intent of this Agenda Item is to seek the City Council's ratification for the City Manager's approval of a cost overrun of$30,857.00 for the South 1st Avenue Pavement Improvement Project to reposition the entry gate to the Sabine Pass Port Authority (Change Order No. 1). Change Order No. 1 to this effect has been submitted from Elite Contractors & Equipment, LTD, of Kirbyville, Texas which changes the original contract amount of$782,887.00 to the new contract amount of$813,744.00. Background: Pursuant to Resolution 22-317,City Council approved entering into an agreement with Elite Contractors & Equipment, LTD, of Kirbyville, Texas for the South 1st Avenue Pavement Improvement Project in Sabine Pass,Texas,for the amount of$782,887.00. The Sabine Pass Port Authority(SPPA)is in receipt of grant funding through the Texas Department of Transportation (TxDOT) from the State of Texas' General Appropriations Act,Rider 37,for the reconstruction of South 1st Avenue from Mechanic Street to an area past the SPPA entry gate and Mechanic Street from Dowling Road(Highway 87)to South 1st Avenue. Prep and construction of South 1st Avenue required that the entry gate to SPPA be removed. Once roadwork was completed,the gate had to be modified prior to reinstallation. It was determined that due to Homeland Security Regulations, the gate had to be reinstalled to secure the port from any possible threats. It was,therefore, deemed prudent to obtain an emergency letter, signed by the City Manager,to allow for securing the SPPA. Change Order No. 1 has been received describing all the work performed associated with safeguarding the area. "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-ENGINEERING\C.I.P.PROJECTS\Year 2022\South 1st.Ave.Sabine Pass Project\Change Orders\ELITE CHANGE ORCE RS\Change Order#1\Agenda Memo Elite CO 1.docx Budget Impact: Change Order No. 1 impacts funds in the Capital Improvement Account No. 307-21-053-8517-00-10- 000. Project No. ST1P90. Recommendation: It is recommended that the City of Port Arthur City Council ratify the City Manager's decision for Change Order No. 1 for electronic security gate work at the Sabine Pass Port Authority to secure the facility due to Homeland Security Regulations for the amount of$30,857.00. Project No. ST1P90- CON. "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 5:\Engineering\PUBLIC WORKS\PW-ENGINEERING\C.I .PROJECTS\Year 2022\South 1st.Ave.Sabine Pass Project\Change Orders\ELITE CHANGE ORDERS\Change Order al\Agenda Memo Elite CO 1.docx PR No. 23025 3/3/2023 mje Page 1 of 3 RESOLUTION NO. A RESOLUTION RATIFYING THE CITY MANAGER'S DECISION FOR CHANGE ORDER NO. 1 TO THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND ELITE CONTRACTORS & EQUIPMENT, LTD OF KIRBYVILLE, TEXAS, FOR THE REMOVAL, REPAIR AND REINSTALLATION OF THE ENTRY GATE AT THE SABINE PASS PORT AUTHORITY (SPPA) ON THE SOUTH 1ST AVENUE PROJECT TO SECURE THE FACILITY DUE TO HOMELAND SECURITY REGULATIONS IN THE AMOUNT OF $30,857.00 FOR A NEW CONTRACT TOTAL OF $813,744. FUNDING IS AVAILABLE FROM CAPITAL IMPROVEMENT ACCOUNT 307-21-053-8517-00-10-000. PROJECT NO. ST1P90. WHEREAS, the Sabine Pass Port Authority (SPPA) is in receipt of grant funding through the Texas Department of Transportation (TxDOT) from the State of Texas' General Appropriations Act, Rider 37, for the reconstruction of S. 1st Avenue from Mechanic Street to its entrance gate and Mechanic Street from Dowling Road (Highway 87) to S. 1st Street; and, WHEREAS, pursuant to Resolution 22-317, the Port Arthur City Council authorized the City Manager to enter into an agreement with Elite Contractors & Equipment, LTD, of Kirbyville, Texas for the S. 1st Avenue Pavement Improvement Project for the amount of $782,887.00; and, WHEREAS, construction of South 1st Avenue required that the entry gate to SPPA be removed, modified and reinstalled to secure the facility due to Homeland Security Regulations; and, WHEREAS, it was, therefore, deemed prudent to obtain City Manager approval via an emergency letter, to allow for securing the SPPA, see Exhibit A; and, WHEREAS, Change Order No. 1 is being submitted describing all the work performed associated with safeguarding the SPPA, see Exhibit B; and, PR No. 23025 3/3/2023 mje Page 2 of 3 WHEREAS, it is requested that the City Council ratify the City Manager's decision for Change Order No. 1 to reflect the additional cost of $30,857.00 to a new contract amount of $813,744.00; and, WHEREAS, Change Order No. 1 impacts funds in the Capital Improvement Account No. 307-21-053-8517-00-10-000, Project No. ST1P90; and, WHEREAS, ratification of the City Manager's decision for Change Order No. 1 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 ratifies the City Manager's decision for Change Order No. 1 to the contract between the City of Port Arthur and Elite Contractors & Equipment, LTD, of Kirbyville, Texas, increasing the original contract amount of $782,887.00 by $30,857.00 to the new contract amount of $813,744.00; 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. 2023 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Council members: PR No.23025 3/3/2023 mje Page 3 of 3 Noes: Thurman Bill Bartle Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: Z8 o� � Tize b. alecia Ron Burton City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: Kandy Daniel Director of Finance John C.nnatella, PE City Engineer Clifton Williams, CPPB Purchasing Manager 1 EXHIBIT A 113' ft 1' www.PortArthurTx.g INTEROFFICE MEMORANDUM Date: February 6, 2023 To: The Honorable Mayor and City Council Through: Ron Burton; City Manager From: John Cannatella, PE, City Engineer,Engineering Department/Public Wor RE: S. 1St Avenue Roadway Construction Project in Sabine Pass, Texas — Gate work performed at Sabine Pass Por Authority. Project No.:ST1P90-CON. Pursuant to Resolution 22-317, the S. 1st Avenue Roadway Construction Project was awarded to Elite Contractors & Equipment of Kirbyville, Texas, (Elite). The Notice to Proceed was given to Elite with the start date of August 10, 2022. The entry to the Sabine Pass Port Authority (SPPA) is located on S. 1 St Avenue. SPPA has an electronic entry gate and reconstruction of the roadway extends past the entry gate. The roadway entry to SPPA required excavation to a lower grade to match the road approach and modify the entry gate. It was necessary to perform this work immediately since Elite was already mobilized and failure to perform the work would have delayed or shut down the project. The additional cost for this work is $24,330.00. I, Ronald Burton, approve the additional construction costs of$24,330.00 for work associated with the approach to the entry of the Sabine Pass Port Authority and modification of the gate by Elite Contractors &Equipment of Kirby MEL xa � Signed: i "\— Ronald Burton rM City Manager "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 EXHIBIT B CITY OF PORT ARTHUR Engineering Department DATE: February 7,2023 PROJECT: South 1st Avenue Pavement Improvements OWNER: CITY OF PORT ARTHUR CONTRACTOR: Elite Contractors&Equipment CHANGE ORDER NO.: 1 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 No. Code Description Unit Quantity Unit Price Amount New Quantity Added New Amount South 1st Avenue Pavement Improvements 1 Gate work at the sabine pass port authority EA 0 $0.00 $ - 1.00 $ 21,630.00 Excavation to lower grades on concrete pavement at 2 CY $15.00 180.00 $ 2,700.00 gate 3 360-001 10"Concrete Paving SY 3,945 $90.00 $ 355,050.00 56.00 $ 5,040.00 4 340-001 6 Mil bond breaker SY 490 $1.00 $ 490.00 56.00 $ 56.00 5 275-001 8"Sub Base SY 4,910 $13.50 $66,285.00 56.00 $ 756.00 6 340-001 Asphalt Shoulder SY 820 $75.00 $61,500.00 9.00 $ 675.00 ADD $ 30,857.00 ORIGINAL CONTRACT AMOUNT NEW CONTRACT $782,887.00 AMOUNT $ 813,744.00 ORIGINAL CONTRACT AMOUNT: $ 782,887.00 TOTAL FROM PREVIOUS CHANGE ORDER: PERCENT OF THIS CHANGE ORDER NO.1: 3.9414% TOTAL PERCENT CHANGE ORDERS NO.1: 3.9414; NEW CONTRACT AMOUNT: $ 813,744.00 0 ADDITIONAL CALENDAR DAYS HAVE BEEN ADDED TO CHANGE ORDER NO.1 ORIGINAL CONTRACT DATE: 270 DAYS NEW CONTRACT DATE: 270 DAYS PREPARED AND VERIFIED BY: REVIEWED BY: 1QZ. Ir.23 ( „ti Ct.lg4'c'' Donald Burre ,Fittz&Shipman,Inc. Jennifer Ed rds,BAAS,MPA,CIP Manager APPROVED BY: APPROVED BY: TT Pilgrim 2--/e/2-3 Breck Sauls,Elite Contractos&Equipment John Cannatella,PE,City Engineer APPROVED BY: APPROVED BY: Ron Burton,City Manager Clifton Wi ams,Purchasing Manager,CPPB C:\Users\owner\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\FMTWS4C8\Change Order 1 GATE.xlsx