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Home My WebLink AboutPR 23526: AWC DRAINAGE PLAN CONTRACT AMENDMENT NO. 3 0 C:itv of urt rthur Ir°ir, www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: December 14,2023 To: The Honorable Mayor and City Council Through: Ron Burton; City Manager / From: John Cannatella,PE,City Engineer (/ RE: P.R. 23526: Arceneaux,Wilson& Cole,LLC of Port Arthur,Texas: Master Drainage Plan Contract Amendment No. 3—Extension of contract time for a final project completion of March 01,2024.Project No.:DR1P05OTH . Introduction: The intent of this Agenda Item is to authorize the City Manager to accept Contract Amendment No. 3 from Arceneaux,Wilson&Cole,LLC,of Port Arthur,Texas extending the contract time from the revised contract completion date of December 17th, 2023, to the final contract completion date of March 1, 2024. 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 requested and City Council approved Resolution No. 23-258 for Contract Amendment No. 2 that added 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 IFF AWC has delivered the draft "Master Drainage Plan" and is requesting approval of Contract Amendment No. 3 that revises the contract completion date to March 1,2024,to allow City staff and Drainage District#7 to review and comment on the draft drainage report and AWC's desire to provide a quality product. Budget Impact: There are no additional funds being requested and no budgetary impact associated with Contract Amendment No. 3. Recommendation: It is recommended that the City of Port Arthur City Council approve PR 23526 with Arceneaux, Wilson & Cole, LLC of Port Arthur, Texas authorizing the City Manager to accept Contract Amendment No. 3. "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. 23526 12-14-23 JCC Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 3, FOR A FINAL CONTRACT COMPLETION DATE OF MARCH 01, 2024, AMENDING THE REVISED 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 previous 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 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, pursuant to approval Resolution No. 23-258, Contract Amendment No. 2 for the addition of one hundred and eighty (180) calendar days amending the revised contract completion date of June, 2023, to December 17th, 2023 is herein deemed an appropriate action; now, therefore, PR No. 23526 12-14-23 JCC Page 2 of 3 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, AWC requests approval of Contract Amendment No. 3 will allow for a final completion date of March 1st, 2024 for submittal of the final drainage report, 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. 3 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: PR No.23526 12-14-23 JCC Page 3 of 3 Thurman "Bill" Bartle Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: Valecia Tizeno Ron Burton City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: Lynd. Boswell Director of Finance John n tells, PE City E eer ballbaibiAL Clifton Williams, CPPB Purchasing Manager EXHIBIT A __ 1 ..T11# .. ARCENEAUX WILSON&COLE engineering I surveying I planning December 14, 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. 3 for Master Drainage P/an AWC Job No. CPA-1030 Mr. Cannatella: This letter and the attached revised design schedule shall serve as Contract Amendment No. 3 for the Master Drainage Plan project. This contract amendment is for extending the contract time to March 01, 2024. The Drainage Criteria Manual and complete drainage inventory GIS database was previously delivered to the City. A draft of the Master Drainage Plan has now also been delivered to the City. AWC anticipates multiple coordination meetings with City staff over the next two months to discuss the content of all project deliverables. It is also anticipated that once City staff is able to complete their thorough review of all project deliverables, AWC will need to address comments before producing the final comprehensive Master Drainage Plan. This change order will only add calendar days 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. This will allow both City staff and AWC to thoroughly work together to achieve the quality of final deliverable that is anticipated. 409.724.7888 3120 Central Mall Drive Port Arthur,TX 77642 Engineering Surveying awceng.com F-16194 10194049 __ .` Cli AFC _. .. 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 WILSON & COLE LLC Keith Zotzky, P.E., FM Vice President of Engineering Services Attachments: Revised Design Schedule AtIAI fiC 1_. .. ARCENEAUX WILSON&COLE engineering I surveying I planning MASTER DRAINAGE PLAN REVISED DESIGN SCHEDULE PHASE CALENDAR DAYS 1. Data Acquisition (30%) 480 2. System Analysis (60%) 180 3. Draft of Master Drainage Plan (90%) 131 4. Final Master Drainage Plan (100%) 73 409.724.7888 3120 Central Mall Drive Port Arthur,TX 77642 Engineering Sin awceng.com F-16194 10194049 enAic 1. DATA ACQUISITION 30% (480 Days -January 16, 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 -July 15, 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% (December 19, 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% (March 01, 2024) 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.