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Home My WebLink AboutPR 23190: ARCENEAUX, WILSON & COLE, LLC MASTER DRAINAGE PLAN CONTRACT AMENDMENT NO. 2 1 1"?{t!(Y J. www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: May 26th, 2023 To: The Honorable Mayor and City Council Through: Ron Burton; City Manager /^ From: John Cannatella, PE, City Engineer /vim RE: P.R. 23190: Arceneaux, Wilson& Col LC of Port Arthur, Texas: Master Drainage Plan Contract Amendment No. 2—Extension of contract time by 180 calendar days. Project No.: DR1 P05OTH . Introduction: The intent of this Agenda Item is to authorize the City Manager to accept Contract Amendment No. 2 from Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas extending the contract time by one hundred eighty (180) days from the original revised contract completion date of June 20th, 2023, to the new contract completion date of December 17th, 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 requested and City Council approved Resolution No. 22-519, Contract Amendment #1 for an additional two hundred and seventy (270)days on November 22nd, 2022. AWC is requesting approval of Contract Amendment No. 2 that will add an additional one hundred and eighty days (180) calendar days to revise the contract completion date citing complexity of modeling the entire city, additional unknown pipes and structures being discovered, and its desire to provide a quality product. "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 Budget Impact: There are no additional funds being requested and no budgetary impact associated with Contract Amendment No. 2. Recommendation: It is recommended that the City of Port Arthur City Council approve PR 23190 with Arceneaux, Wilson & Cole, LLC of Port Arthur,Texas authorizing the City Manager to accept Contract Amendment No. 2. "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. 23190 5-24-23 JCC Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 2, ADDING 180 CALENDAR DAYS TO THE REVISED CONTRACT COMPLETION DATE OF JUNE 20TH, 2023 AMENDING TO THE NEW CONTRACT COMPLETION DATE OF DECEMBER 17TH, 2023 FOR ARCENEAUX, WILSON & COLE, LLC OF PORT ARTHUR, TEXAS TO COMPLETE ITS DEVELOPMENT OF A CITYWIDE MASTER DRAINAGE PLAN WITH NO BUDGETARY IMPACT 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 (AWC) 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 a contract with Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas for the not-to-exceed amount of $1,285,300.00; and, WHEREAS, pursuant to PR 22390 / Resolution No. 22-519, the City of Port Arthur City Council approved for Contract Amendment No. 1 for Master Drainage Plan to extend the contract time by an additional two hundred seventy days (270) calendar days from the original contract completion date, and, WHEREAS, Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas requests the additional time to allow for the complexity of modeling the entire city, additional unknown pipes and structures being discovered, and AWC desire to provide a quality product; and, PR No. 23190 5-24-23 JCC Page 2 of 3 WHEREAS, approval of Contract Amendment No. 2 for the addition of one hundred and eighty (180) calendar days amending the revised contract completion date of June 20th 2023 to December 17th, 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. 2 submitted by Arceneaux, Wilson &Cole, LLC of Port Arthur,Texas, see Exhibit A; 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. 2023 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Thurman "Bill" Bartie Mayor ATTEST: Sherri Bellard City Secretary PR No.23190 5-24-23 JCC Page 3 of 3 APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: 41" Valecia Tizeno Ron Burton City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: &L&Y,--1) Kandy Daniel ) Interim Director of Finance Jo annatella, PE City Engineer Z.)4Seo a p (, ", -vn Clifton Williams, CPPB i ( Purchasing Manager • av i ARCENEAUX WILSON&COLE eng,neenng I surveying alanning May 24, 2023 Mr. John Cannatella, P.E. City of Port Arthur City Engineer 444 4th Street Port Arthur, Texas 77640 RE: Proposal For Contract Amendment No. 2 for Master Drainage Plan AWC Job No. CPA-1030 Mr. Cannatella: This letter and the attached revised design schedule shall serve as Contract Amendment No. 2 for the Master Drainage Plan project. This contract amendment is for extending the contract time by one hundred eighty (180) calendar days. The magnitude of field work efforts necessary to acquire all pertinent system data for a thorough and accurate drainage system GIS database was much greater than originally anticipated. Currently, AWC is working through calibrating the existing twelve (12) drainage basin H&H models. Once all of these separate drainage basin models have been calibrated, AWC can then move forward with modeling the entire system simultaneously with the inclusion of proposed drainage system improvements. At the request of the City, a preliminary H&H model and additional field work efforts have been completed for the far southwestern portion of the existing storm sewer system in order to supplement data to the City due to recent flooding events. AWC has also delivered a draft copy for City review of the Drainage Criteria Manual. Given the number of tasks remaining to complete, we feel it is inherently important to request the City 409.724.7888 3120 Central Mall Drive Port Arthur,TX 77642 Engineering Surveying arwcengtom 1 1 AD% inffic consider extending the contract time to 27-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 180 Calendar Days (6-months) to the current 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 the Master Drainage Plan Revised Design Schedule which reflects this change for your consideration and action. Should you have any questions or require additional information, please contact our office. ARCENEAUX WI •ON & COLE LLC c Keith Zotzkyi Vice President of Engineering Services Attachments: Revised Design Schedule AGREED TO: CITY OF PORT ARTHUR, TEXAS BY: Ron Burton, City Manager Date: CMIC ARCENEAUX WILSON & COLE MASTER DRAINAGE PLAN REVISED DESIGN SCHEDULE PHASE CALENDAR DAYS 1. Data Acquisition (30%) 540 2. System Analysis (60%) 180 3. Draft of Master Drainage Plan (90%) 70 4. Final Master Drainage Plan (100%) 25 409.724.7888 3120 Centrai Maii Drive Port Arthur,TX 77642 Engineering Surveying awceng.com •(• 1. DATA ACQUISITION 30% (540 Days - March 17, 2023) 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. Review/analysis of City's existing design criteria for development. 2. SYSTEM ANALYSIS SUBMITTAL 60% (180 Days - September 13, 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 the system. F. 1st draft of city design criteria for development. G. Development of improvement ranking system. 3. DRAFT of FINAL REPORT SUBMITTAL 90% (70 Days - November 22, 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 - December 17, 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.