HomeMy WebLinkAboutPR 24076: CHANGE ORDER NO. 1 FOR PORT ACRES WWTP IMPROVEMENT PROJECT City of
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INTEROFFICE MEMORANDUM
Date: December 5, 2024
To: The Honorable Mayor and City Council
Through: Ronald Burton, CPM, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR No. 24076—Change Order No. 1 for Port Acres WWTP Improvement
Project
Introduction:
This Agenda Item is to seek the City Council's approval for Change Order No. 1 for the Port
Acres Wastewater Treatment Plant (WWTP) Improvement Project with ALLCO, LLC of
Beaumont, Texas.
Background:
The Port Acres WWTP needed several upgrades. After the investigation and research, Water
Utilities staff designed the project, prepared bidding documents, and advertised for bids on
September 26, 2023.
Resolution No. 24-014 awarded the project to ALLCO, LLC of Beaumont, Texas for
$1,288,300.00. The Water Utilities Director and Assistant Director are the project engineers and
construction manager for the project.
During construction of the bypass piping,a 2-foot by 3-foot electrical duct bank was found above
the 30" line where the bypass piping was to be installed. This posed difficulties in installing the
bypass piping without bypass pumping, as it required longer periods of plant shutdown which
would lead to Sanitary Sewer Overflows(SSOs). SSOs are a violation of TCEQ regulations and
pose a Health and Safety hazard to the residents of Port Arthur.
At the same time, Drainage District No. 7 was undertaking a separate project to relocate the
influent sewer line at the Port Acres WWTP as part of the United States Army Corps of
Engineers' levee-raising project, which also required bypass pumping time.
"Remember,we are here to serve the Citizens of Port Arthur"
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To accommodate both projects, an alternative approach was agreed upon by all parties to have
the DD7's contractor install the bypass pump and piping system under the DD7 contract to
bypass the pump station and pump the influent directly into the aeration basin. This approach
will save the City approximately $45,000. This work was delayed by the DD7 contractor from
July 3, 2024, and is scheduled to be online with the pump station bypassed on January 1, 2025.
Furthermore, at the time of the award the funding was not available to award the optional bid
item to remove the grit, sand, and other solids (sludge) from the Port Acres WWTP digester.
During the time since the bid, additional material has accumulated in the digester increasing the
need for its removal.
ARPA funding is now available to fund this work. ALLCO, LLC has provided a proposal to
remove and dispose of the excess sludge at a unit rate of$425.00/cubic yards up to a value of
$146,047.00 and has requested an additional 30-day extension for this work.
City Staff is recommending Change Order No. 1 to remove the excess sludge from the WWTP
digester, increasing the contract amount by $146,047.00 to the new total contract amount of
$1,434,347.00.
Change Order also requests a time extension of 182 days for the delay caused by DD7's bypass
pumping project, which accommodated both projects, along with an additional 30 days for the
work related to the removal of excess sludge, for a total time extension of 212 days,resulting in
a new total contract completion time of 577 days.
Budget Impact:
The initial contract amount was $1,288,300.00.
Change Order No. 1 will increase the contract amount by $146,047.00 to the new total contract
amount of$1,434,347.00.
Funding is available in American Rescue Plan(ARP)Fund, Account No. 169-07-015-8516-00-
40-000 Port Acres Project No. ARP015.GRE.WWT.
Recommendation:
It is recommended that City Council approve Proposed Resolution No.24076 to approve Change
Order No. 1 for the Port Acres Wastewater Treatment Plant (WWTP) Improvement Project as
discussed and/or outlined above.
"Remember,we are here to serve the Citizens of Port Arthur"
PR No. 24076
12/17/24 cm
Page 1 of 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE CHANGE ORDER NO. 1 TO THE PORT ACRES
WWTP IMPROVEMENT PROJECT WITH ALLCO, LLC. OF
BEAUMONT, TEXAS, INCREASING THE CONTRACT AMOUNT
BY $146,047.00, FOR A NEW TOTAL CONTRACT AMOUNT OF
$1,434,347.00, WITH AN EXTENDED CONTRACT TIME OF 212
DAYS, RESULTING IN A NEW TOTAL CONTRACT TIME OF
577 DAYS; FUNDS ARE AVAILABLE IN AMERICAN RESCUE
PLAN (ARP) FUND, ACCOUNT NO. 169-07-015-8516-00-40-000
PORT ACRES PROJECT NO. ARP015.GRE.WWT.
WHEREAS, pursuant to Resolution No. 24-014, the Port Acres WWTP Improvement
Project was awarded to ALLCO, LLC of Beaumont, Texas with a total projected budgetary
amount of$1,288,300.00; and,
WHEREAS, the Water Utilities Department Director and Assistant Director designed
the project and are the Construction Engineers overseeing the project; and,
WHEREAS, during construction, a 2 ft. by 3 ft. electrical duct bank was found above the
30" line where the by-pass header piping was to be installed which created difficulties for such
installation as it would require longer periods of plant shutdown which would lead to violation of
TCEQ regulations and poses a health and safety hazard to the residents of Port Arthur; and,
WHEREAS, at the same time, Drainage District No. 7 was undertaking a separate
project to relocate the influent sewer line at the Port Acres WWTP as part of the United States
Army Corps of Engineers' levee-raising project,which also required bypass pumping; and
WHEREAS, all parties involved in both projects, (i.e., ALLCO, AWC Engineers, DD7,
City Personnel and contractors), agreed for DDT's contractor to install the by-pass system at the
pump station,resulting in cost savings for the City and allowing the work to proceed safely; and,
PR No. 24076
12/17/24 cm
Page 2 of 4
WHEREAS, at the time of the bid award, funding was unavailable to include the
optional bid item for removing grit, sand, and other solids (sludge) from the Port Acres WWTP
digester; and,
WHEREAS, since the bid award, additional material has accumulated in the digester,
increasing the urgency of its removal; and,
WHEREAS, ARPA funding is now available to cover this work and ALLCO, LLC has
submitted a proposal to remove and dispose of the excess sludge at a unit rate of$425.00 per
cubic yard, up to a total of$146,047.00, and has requested a 30-day extension to complete this
work; and,
WHEREAS, City Staff is proposing Change Order No. 1 (EXHIBIT "A") to remove the
excess sludge from the WWTP digester, increasing the contract amount by $146,047.00 to the
new total contract amount of$1,434,347.00; and,
WHEREAS, the Change Order also requests a time extension of 182 days for the delay
caused by DD7's bypass pumping project, which accommodated both projects, along with an
additional 30 days for the work related to the removal of excess sludge, for a total time extension
of 212 days, resulting in a new total contract completion time of 577 days.
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 approves Change Order No. 1 (EXHIBIT "A") to
increase the amount by $146,047.00 to the new total contract amount of $1,434,347.00 and
extending the contract time by 212 days to the new total contract time of 577 days; and,
PR No. 24076
12/17/24 cm
Page 3 of 4
THAT, the funding is available in American Rescue Plan(ARP) Fund, Account No. 169-
07-015-8516-00-40-000 Port Acres Project No. ARP015.GRE.WWT; and,
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 , 2024, AD,
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
ATTEST: APPROVED ORM:
Sherri Bellard Roxann Pais Cotroneo
City Secretary City Attorney
PR No. 24076
12/17/24 cm
Page 4 of 4
APPROVED FOR ADMINISTRATION:
Le- e()Yri t-ic 3.f3,11 0
Ronald Burton /4c J
City Manager ( J
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Ca yin Matthews, P.E.
Water Utilities Director
APPROVED AS TO FUND AVAILABILITY:
it
Lynda Boswell
Finance Director
A,
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Clifto Williams, CPPB
Purchasing Manager
EXHIBIT "A"
(Change Order No. 1)
ARCO DESIGN BUILD
CONSTRUCTION MANAGEMENT
GENERAL CONTRACTOR
P. O. Box 3684, Beaumont, Texas 77704 Phone: 409-860-4459 Fax: 409-860-3857
Email: allco@allco.com
December 25,2024
City of Port Arthur
3001 West Hwy 365
Port Arthur,Texas 77640
Attn: Mr. Calvin Matthews P. E.
Re: City of Port Arthur
Port Acres WWTP Improvements
Digester Rehab
Our Job No. TX-1014
Dear Mr. Calven Matthews:
We propose to furnish labor, equipment and material to Rehab the Digester per your request date
November 13. 2024 as outlined below.
1K 343.64 CY Remove Grit, Sand, and Other Solids from Digester, Dewater and dispose of
material
343.64 CY AT 425.00 PER CY $146,047.00
The pricing for the removal of sludge is for 343.64 CY once we meet the 343.64 CY removed we
stop removing sludge from the digester.This is less CY than want we bid on the first go round.
We are requesting a 30 day time for removing this sludge.
We hope that this meets with your approval as we are looking forward to completing this work for
you.
Sincerely/
Allco LLC
Billy Patterson
l.! DESIGN BUILD
A CONSTRUCTION MANAGEMENT
GENERAL CONTRACTOR
MEN
P. O. Box 3684, Beaumont, Texas 77704 Phone: 409-860-4459 Fax: 409-860-3857
Email: allco@allco.com
October 11, 2024
City of Port Arthur
3001 West Hwy 365
Port Arthur,Texas 77640
Attn: Mr. Calvin Matthews
Re: City of Port Arthur
Port Acres WWTP Improvements
Request For time Extension
Our Job No. TX-1014
Dear Mr. Matthews:
We started installing the By-Pass piping at the Port Acres Plant on July 3,2024 and found a 2 foot
x 3 foot above the 30"line that the bypass piping was to be installed. We were told that they could
shut down the plant for an 8 hour window to install this piping. With the deduct bank on top of the
pipe that we were to install, we cannot complete the installation of the pipe in an 8 hour period.
We had a meeting at the jobsite with Allco, AWC Engineers, the contractor that is supposed to
bypass the pump station and the City of Port Arthur Personnel. We agreed that the contractor was
to by-pass the pump station into the aeration basin and reroute for the by-pass line. This was
approved by all parties.
The by-pass pumping has not been set up as of this date and this being the critical path of this
project,we have not been able to install this by-pass piping.
We have lost three and one half months as of this date for installing this piping.The by-pass piping
has not been installed by the contractor that is supposed to install and maintain the by-pass
pumping.
Mr. Calvin Matthews
October 11, 2024
Page Two
We are asking for a time extension from July 17, 2024 until the by-pass pumping is installed and
we can install the piping as shown on the drawings.
Sincerely,
Alico LLC
Billy Patterson
Port Acres WWTP Improvement Contract
CHANGE ORDER NO. 1
DATE: 12/6/2024 CONTRACT NO.: 24-014
CONTRACT DATE: 3/1/2024
CONTRACTOR: ALLCO, LLC
The following changes are hereby made to the CONTRACT DOCUMENTS.
1. Increase the Contract Amount by$146,047.00 for the following changes.
a. To remove and dispose 343.64 CY of excess sludge at a unit rate of
$425.00/cubic yards up to a value of$146,047.00.
Total: $ 146,047.00
2. Increased time extension is 182 days plus 30 days for a total of 212 days, making the
overall contract 577 days for the following changes.
a. 182-day time extension for the delay of bypass pumping from another ongoing
project by Drainage District No.7 and to accommodate both projects
b. 30-day time extension for the work associated with the removal of the excess
sludge mentioned above.
Total Days: 212
CHANGE TO CONTRACT PRICE:
ORIGINAL CONTRACT PRICE: $ 1,288,300.00
CURRENT CONTRACT PRICE adjusted by previous CHANGE ORDER(S):$1,288,300.00
The Contract Price due to this CHANGE ORDER will be: Increased by: $146,047.00
The new CONTRACT PRICE, including this CHANGE ORDER, will be: $1,434,347.00
CHANGE TO CONTRACT DAYS:
ORIGNINAL CONTRACT: 365 days
NEW CONTRACT DAYS: 577 days
No other Terms and Conditions of the Contract are changed as a result of this Change Order.
Contractor's acceptance of Change Order relieves OWNER of any liability for additional costs
incurred by Contractor in his performance of the work covered by the Change Order
Port Acres WWTP Improvement Contract
CHANGE ORDER NO. 1
RE pm E ED BYE INEER: ACCEPTED BY:
L� /
Calvin Matthews, .E., Authorized epresent ' e,
City of Port Arthur Utility Engineering Manager ALLCO, LLC, Contra or
RECOMMENDED BY CITY OF PORT
0
ARTHUR:
140
Ronald Burton -- ity Manager