HomeMy WebLinkAboutPR 23604: EL VISTA PUMP STATION REPAIRS - EXTENDING THE TIME FOR ENGINEERING DESIGN COMPLETION r+7-1 rlhu �
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INTEROFFICE MEMORANDUM
Date: February 2, 2024
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Flozelle C. Roberts, EIT, MEng, MBA, CPM, Public Works Directo gri
RE: P.R.23604—El Vista Pump Station Repairs—Extending the Time fo
Engineering Design Completion
Introduction:
This agenda item requests the City Council's approval of amendment number two (2) extending
the completion date for the design of the El Vista drainage pump station improvements.
Background:
Resolution 23-228 authorized the execution of a contract with LJA Engineering of Beaumont,
Texas,for the El Vista drainage pump station improvements. Council passed Resolution 23-432
extending LJA's contract deadline to account for the company's difficulty securing a
geotechnical subconsultant to perform analysis required for the design.
Staff and LJA met on February 2, 2024,to review design options and estimated costs where the
firm informed the City of its contract expiration and requested a time extension until March 15,
2024 (57 days from the contract's expiration date) for design completion using the delayed
geotechnical analysis report.
Budget Impact:
There is no budgetary impact for this amendment.
"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
Recommendation:
It is recommended that the City of Port Arthur City Council approves Proposed Resolution
23604 extending LJA Engineering's design contract for the El Vista Drainage Pump Station
design improvements.
"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.23604
02/02/2024 FCR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE AMENDMENT NO. 2 TO THE CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND LJA
ENGINEERING OF BEAUMONT,TEXAS,EXTENDING THE
PROJECT DURATION BY 57 CALENDAR DAYS UNTIL
MARCH 15,2024. THERE IS NO BUDGETARY IMPACT FOR
THE EXTENSION.
WHEREAS, Resolution 23-228 authorized the execution of a four-month contract with
LJA Engineering of Beaumont, Texas, to design various improvements at the El Vista Drainage
Pump Station, including the removal and replacement of the concrete lining in the pump station's
upstream forebay channel, the discharge pipe, and the flap gates on the downstream side of the
pump station to maintain the station's operational efficiency; and,
WHEREAS, Resolution 23-432 authorized amendment number one (1), requesting the
extension of the design completion date by 75 calendar days until January 19, 2024, without an
increase to the design cost to account for the difficulties associated with procuring a geotechnical
engineer; and,
WHEREAS,on February 2,2024,LJA Engineering requested a second contract extension
for 57 days until March 15, 2024,to provide for the delays in receiving, reviewing, and designing
for the information contained in the geotechnical analysis, with no additional design costs.
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 Manager of the City of Port Arthur is hereby authorized and directed to
approve Amendment Number Two (2)to the contract with LJA Engineering of Beaumont, Texas,
PR No.23604
02/02/2024 FCR
Page 2 of 3
increasing the duration of the project by 57 calendar days until March 15, 2024, in substantially
the same form as attached hereto as Exhibit A; 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.
2024, 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, TRMC
City Secretary
APPROVED AS TO FORM:
Valecia R. Tizeno, Esq.
City Attorney
PR No.23604
02/02/2024 FCR
Page 3 of 3
APPROVED FOR ADMINISTRATION:
Ronald Burton, CPM F elle C. oberts, EI , ng, MBA, CPM
City Manager Director blic Wo s
APPROVED AS FOR AVAILABILITY OF FUNDS:
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Lynda(Lyn) Boswell, MA, ICMA-CM Clifton E. Williams,Jr., CPPB
Director of Finance Purchasing Manager
PR No.23604
EXHIBIT A
409.833 3363
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TBPELS f 1386
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www.L iA.corn
February 2, 2024
Mrs. Flozelle G. Roberts, EIT, MEng, MBA
Director of Public Works
City of Port Arthur
444 4th Street
Port Arthur,Texas 77640
Re: El Vista Pump Station Improvements
Dear Mrs. Roberts,
UA entered into an agreement with the City of Port Arthur on July 7, 2023 for the El Vista Pump Station
Improvements. In our proposal,we estimated that the project would take approximately 4 months to complete the
final plans. The surveying field services were scheduled for and completed on August 9, 2023. Additionally, we
contacted a firm, Braun-Intertec (Braun), in early August to provide geotechnical borings and soils analysis.
Unfortunately, it took much longer than anticipated to receive the geotechnical proposal and ultimately to sign a
work authorization with Braun. Once the issues were resolved, the executed sub-consultant work authorization
was returned to UA on Wednesday, September 27, 2023. On September 28, UA submitted an extension request
letter to the City of Port Arthur. Soon thereafter,the City Council approved an extension of 75 days to January 19,
2024.
The borings field exploration was completed in late October; however, the testing results and issuance of the
geotechnical report were again delayed. The geotechnical report was submitted on December 11 and stated that
dispersive soils were present on site, and it was recommended to remove them along the forebay. Removal of this
amount of excavated material and the installation of sheet piling were not included in my original construction cost
estimate. At your request, UA developed new cost estimates to include the geotechnical engineer's
recommendation to remove the dispersive soils. Those cost estimates were submitted to you on January 17.
Unfortunately, our extension was only to January 19.
Due to the additional delays in getting the geotechnical report submitted to us and also the review and analysis of
the unforeseen recommendations from the geotechnical engineer, UA is asking for the schedule to be amended so
that we may include the additional design elements to finish the construction plans and bidding documents. We
now anticipate that we will be finished with final design for submittal to the City for review by March 15, 2024. This
represents an extension of 57 days from January 19, 2024.
Please let me know if you have any questions or need additional information.
Sincerely, AGREED TO:
UA ENGINEERING, INC. CITY OF PORT ARTHUR
Cody S.Croley, PE BY:
Senior Project Manager Ronald Burton, City Manager