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Home My WebLink AboutPR 23350: SLUDGE REMOVAL FOR WATER PLANT RESERVOIR, CHANGE ORDER NO. 1 AND CLOSEOUT 0 rn INTEROFFICE MEMORANDUM Date: September 18, 2023 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR 23350—Sludge Removal for Water Plant Reservoir, Change Order No. 1 and Closeout Introduction: The intent of this Agenda Item is to seek the City Council's approval of Change Order No. 1 for the extra sludge removal by $2,859.34 and close out documents for the City of Port Arthur Sludge Removal for the Water Plant Reservoir Project with American Process Group, LLC., and to authorize the City Manager to release the retainage invoice of$52,413.72. Back round: The Council passed Resolution No. 23-154 to award American Process Group, LLC. for the Sludge Removal service for the Water Purification Plant Reservoir Project, in the original contract amount of$1,045,415.00. Change Order No. 1 has an increase of$2,859.34 for the extra 23.59 tons of sludge removal. Budget Impact: Change Order No. 1 will increase the total project cost by $2,859.34 The new contract amount is $1,048,274.34. Funds are available in Account No. 405-40-000- 8516-00-00-000, Project No. WS-0018-CON. Recommendation: It is recommended that the City Council adopt Proposed Resolution No. 23350, to adjust the project scope and total contract price, authorize the release of retainage, and close out the project, as described/outlined above. "Remember, we are here to serve the Citizens of Port Arthur" PR No. 23350 9/18/23 bw Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDER NO. 1 TO THE CONTRACT WITH AMERICAN PROCESS GROUP, LLC. OF TACOMA, WASHINGTON FOR THE SLUDGE REMOVAL SERVICE FOR THE WATER PURIFICATION PLANT RESERVIOR PROJECT, INCREASING THE CONTRACT AMOUNT BY $2,859.34 AND ACCEPT THE PROJECT COMPLETION TO RELEASE THE RETAINAGE. THE FINAL CONTRACT TOTAL IS $1,048,274.34, ACCOUNT NO. 405-40-000-8516-00-00-000, PROJECT NO.WS-0018-CON. WHEREAS, pursuant to Resolution No. 23-154, City Council awarded a contract to American Process Group,LLC. of Tacoma, Washington, for the 7500 tons of Sludge Removal for the Water Purification Plant Reservoir Project for the amount of$1,045,415.00; and, WHEREAS, American Process Group, LLC. has submitted Change Order No. 1 for the extra 23.59 tons of sludge removed,with an increase of$2,859.34(Exhibit"A"),bringing the new contract amount to $1,048,274.34; and, WHEREAS, American Process Group, LLC. has completed the project to the satisfaction of the Project Engineer and the City staff; and, WHEREAS, Sludge Removal for the Water Purification Plant Reservoir Project has been completed in general accordance with City standards; and, WHEREAS,the retainage for this project is due, as the work is completed and billed, and the project engineer approves the release of retainage to American Process Group, LLC., in the amount of$ 52,413.72 (see Exhibit"B"). NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: PR No.23350 9/18/23 bw Page 2 of 3 THAT,the facts and opinions in the preamble are true and correct; and, THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute Change Order No. 1 (Exhibit"A")to the contract with American Process Group, LLC. of Tacoma, Washington, increasing the contract amount by $2,859.34, to a new contract total of $1,048,274.34 and to accept the Sludge Removal at the Water Purification Plant Reservoir Project completion, and authorize the Release of Retainage to American Process Group, LLC, in the amount of$52,413.72 (Exhibit"B"). THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED,AND APPROVED THIS day of , 2023 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor • Councilmembers NOES: Thurman Bill Bartie Mayor PR No. 23350 9/18/23 bw Page 3 of 3 ATTEST: APPROVED AS TO FORM: (///tia t9,1),./tizip Sherri Bellard , Va ecia Tizno City Secretary City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton Ci an e Calvin Matthews, .E. Water Utilities Director APPROVED AS TO AVAILABILITY OF FUNDING: ot, Kandy Daniel Clifton Williams, CPPB Finance Director Purchasing Manager EXHIBIT A (Change Order No. 1) CHANGE ORDER NO. 1 ORIGINAL AGREEMENT DATE: August 24,2023 PROJECT DESCRIPTION: Sludge Removal at the Water Purification Plant Reservoir REASON: Extra 23.59 tons of sludge removal CHANGE TO CONTRACT AMOUNT: ORIGINAL CONTRACT PRICE: $1,045,415.00 CURRENT CONTRACT PRICE (adjusted by previous CHANGE ORDER): $1,045,415.00 The Contract Amount due to this CHANGE ORDER will increase by: $2,859.34 The new CONTRACT AMOUNT including the CHANGE ORDER will be: $1,048,274.34 ORIGINAL CONTRACT DAYS: 120 NEW CONTRACT DAYS: No change SIGNED AND AGREED TO on the 19th day of September , 2023. AMERICAN PROCESS GROUP, INC. Print Name: John DePalma Title: Project Manager SIGNED AND AGREED TO on the_day of , 2023. CITY OF PORT ARTHUR BY: RONALD BURTON, CITY MANAGER American Process Group LLC Truck Log Summary Contract: Port Arthur WTP Biosolids Removal Project # 23-010 APG # Net Date Truck Weight Notes Loads Tons 23.59 Additional WT Removed Total - 23.59 # Samples - 1.00 Average #DIV/0! 23.59 American Process Group LLC. INVOICE 1201 Pacific Avenue 6th Floor Tacoma,WA 98402 Date Number August 24,2023 20242 Remit Payments to: American Process Group LLC. 946 Boulder Boulevard Stony Plain,AB, Canada T7Z 0E6 Bill To: Ship To: City of Port Arthur Port Arthur Water Treatment Plant Attn:Accounts Payable 1101 HO Mills Blvd. PO Box 1089 Port Arthur TX 77641 Port Arthur,TX 77640 Item Description Qty Rate Unit Total Sludge Removal at the Water Purification Plant Contract#23-154 August 1-21,2023 Progress Billing 001 Mobilization&Demobilization - $136,340.00 LS $ - 002 Sludge Dewatering, and Transport to City Landfill Additional - $ 121.21 WT $ - 003 Sludge Dewatering, and Transport to City Landfill 23.59 $ 121.21 WT $ 2,859.34 Subtotal $ 2,859.34 Retainage 5.00% $ (142.97) Sales Tax 0.00% $ - Invoice Total $ 2,716.38 All Amounts are in US Dollars. Due Net 30 days from Date of Invoice. If you have any questions pertaining to this invoice please contact our Accounts Receivable Department: Toll Free(866)960-1480 * Fax(780)968-1482 Residuals Management Digester Cleaning * Watercourse Remediation * Dewatering * Dredging * Disposal * Lagoon Cleaning * Pumping EXHIBIT B (Release of Retainage Invoice) CITY OF PORT ARTHUR, TEXAS Retainage Form Project : Sludge Removal at the Water Purification Plant Reservoir Contract Number 23-154 Project# WS0018-CON General Contractor American Process Group. LLC Construction Day: 120 Percent Completion 100.3% Percent Time Completion : 100.0% Original Contract Amount $1,045,415.00 Plus Additions: $ 2,759.34 Deducts: Adjusted Contract Amount: $ 1,048,274.34 Work Performed to Date: $1,048,274.34 Less 5% Retainage $52,413 72 Net Amount Earned to Date: Original Materials Stored: Stored Materials Used Previous Periods: Stored Materials Used This Period: Total Materials Stored Close of This Period: $ Less 15% Retained on Stored Material; $ Sub-Total: Less Previous Payments: ****5% Retainage**** $ 52,413.72 RECOMMEND APPROVAL 7 -- ( Jess Li /Utility Engineer /q2 202, Calvi atthews/Utility Dep ment Director American Process Group LLC. INVOICE OPD 1201 Pacific Avenue 6th Floor Tacoma,WA 98402 Date Number August 30,2023 20243 Remit Payments to: American Process Group LLC. 946 Boulder Boulevard Stony Plain,AB, Canada T7Z 0E6 Bill To: Ship To: City of Port Arthur Port Arthur Water Treatment Plant Attn:Accounts Payable 1101 HO Mills Blvd. PO Box 1089 Port Arthur TX 77641 Port Arthur, TX 77640 Item Description Qty Rate Unit Total / Sludge Removal at the Water Purification Plant Contract#23-154 Retainage Release 001 Release of 5%Retainage on$1,048,274.34 Contract 0.05 $1,048,274.34 LS $ 52,413.72 Subtotal $ 52,413.72 Retainage 0.00% $ Sales Tax 0.00% $ Invoice Total $ 52,413.72 All Amounts are in US Dollars. Due Net 30 days from Date of Invoice. If you have any questions pertaining to this invoice please contact our Accounts Receivable Department: Toll Free(866)960-1480 * Fax(780)968-1482 Residuals Management Digester Cleaning * Watercourse Remediation * Dewatering * Dredging * Disposal * Lagoon Cleaning * Pumping