Loading...
HomeMy WebLinkAboutPR 24045: TO EXECUTE CHANGE ORDER NO. 4 TO THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND ALLCO, LLC, FOR THE PORT ACRES DRAINAGE IMPROVEMENT PROJECT City of nrt mbar r "` www.PortAr INTEROFFICE MEMORANDUM Date: December 6, 2024 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: John Cannatella,City Engineer RE: PR No. 24045: Port Acres Drainage mprovement Project—Change Order No. 4: Relocation of water lateral and replacing a fire hydrant,adding corrugated pipe, reduction in linear footage of reinforced concrete boxes (RCB),relocating sanitary sewer service,the addition of a storm conflict structure and add fifteen(15) calendar days for the amount of$55,790.42. Project No. DR1P03A. Introduction: The intent of this Agenda Item is to seek Port Arthur City Council's approval for the City Manager to execute Change Order No. 4 with Allco, LLC, (Allco) of Beaumont, Texas, for the relocation of a water lateral and replacing a fire hydrant,adding corrugated pipe,reduction in linear footage of RCB,relocating sanitary sewer service,the addition of a storm conflict structure, and the addition of fifteen (15)calendar days, for the amount of$55,790.42. Project No.DR1P03A. Background: Pursuant to Resolution No. 18-231, the City of Port Arthur adopted the 2018 Disaster Recovery and Resiliency Plan (DRRP) for recovery activities following Hurricane Harvey. The City of Port Arthur, as part of DRRP recovery activities, identified flood and drainage problems within the community of Port Acres that were in dire need of mitigation and repair. The Port Acres Project was let for bidding. Pursuant to Resolution No. 23-485, the City of Port Arthur's City Council approved awarding the Port Acres Drainage Improvement Project to the lowest responsible bidder, which was Allco, LLC, of Beaumont,Texas,for the amount of$34,891,106.81.City staff,Arceneaux,Wilson&Cole(AWC)of Port Arthur,Texas,and Allco,LLC,of Beaumont,Texas,performed Value Engineering on the project proposal lowering the contract price by$1,736,424.04 in order to keep it within budget. Pursuant to Resolution No. 24-032,the City of Port Arthur's City Council approved Change Order No. 1, that detailed the Value Engineering Breakdown from Allco, LLC, (Allco) of Beaumont, Texas, that reduced the contract amount of $34,891,106.81 by $1,736,424.04, to the new contract amount of $33,154,682.77. "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 5:\Engineering\PUBLIC WORKS\PW-ENGINEERING\C.I.P.PROJECTS\Year 2023\DRAINAGE PROJECTS\Port Acres\Change Orders\Change Order 4\Agenda Memo Port Acres CO 4.dov r The Port Acres Drainage Improvement Project encountered additional costs due to necessary relocations of existing infrastructure. These relocations are critical to ensure successful completion and to avoid conflicts with the proposed drainage improvements. The additional costs for the project are essential to achieve the project's goals and ensure durability. Given the current workload of City personnel, outsourcing these tasks is the most feasible and efficient solution. To that end, a Field Order No. 1 was issued to Allco ensuring that critical work would continue since work stoppage at this juncture would be impractical, impact safety to the community, and incur excessive costs. Field Order No. 1 informed the City Manager of the work that was required with the understanding that it would go to the Port Arthur City Council in the form of Change Order No. 2. Pursuant to Resolution No. 24-302, Change Order No. 2, approved by Port Arthur's City Council, was submitted by Allco for the relocation of the sanitary sewer services and sewer main, and the addition of eighteen (18) calendar days. Change Order No. 2 increased the contract amount by $159,385.00 from $33,154,682.77 to the new contract amount of$33,314,067.77. Additionally, Change Order No. 2 added eighteen(18)calendar days amending the original completion date of June 25,2025 to the new completion date of July 13, 2025. Pursuant to Resolution No. 24-339, Change Order No. 3, approved by Port Arthur's City Council, was submitted by Allco for the installation of a sanitary sewer main on 64th Street,the addition of fifteen(15) calendar days and the addition of 150 LF of water line relocations for the amount of$196,037.00. Change Order No. 3 also increased the contract amount of$33,314,067.77 by $196,037.00 to the new contract amount of$33,510,104.77. Additionally, Change Order No. 3 added fifteen (15) calendar days to the original contract completion date of July 13, 2025, changing it to the new contract completion date of July 28,2025. Change Order No. 4 is being submitted by Allco, LLC, for the relocation of a water lateral and replacing a fire hydrant, adding corrugated pipe, reduction in linear footage of RCB, relocating sanitary sewer service,and the addition of a storm conflict structure,for the amount of$55,790.42,changing the previous contract amount of$33,510,104.77 to the new contract amount of$33,565,895.19. It was necessary to issue a Field Order to perform the work in order to keep the project safe and on schedule. To that end, an Emergency Letter, dated October 25, 2024,was submitted to the City Manager approving the Field Order with the change order subsequently going before Council. Additionally, proposed Change Order No. 4 requests the addition of fifteen (15) calendar days to accommodate the additional work performed by the Field Order, changing the previous contract completion date of July 28, 2025 to the new contract completion date of August 12, 2025. Budget Impact: Funding in the Drainage System Account No. 307-21-055-8515-00-10-000, Project No. DR1P03A is contingent upon approval of a budget amendment via adoption of Proposed Ordinance No. 7300. Recommendation: It is recommended that the City of Port Arthur's City Council approve PR No.24045 authorizing the City Manager to accept Change Order No.4 from Allco,LLC,of Beaumont,Texas,for the relocation of a water lateral and replacing a fire hydrant, adding corrugated pipe,reduction in linear footage of RCB,relocating sanitary sewer service, and the addition of a storm conflict structure for the amount of$55,790.42 and adding fifteen(15)calendar days. Project No. DR1P03A. "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 The Port Acres Drainage Improvement Project encountered additional costs due to necessary relocations of existing infrastructure. These relocations are critical to ensure successful completion and to avoid conflicts with the proposed drainage improvements. The additional costs for the project are essential to achieve the project's goals and ensure durability. Given the current workload of City personnel, outsourcing these tasks is the most feasible and efficient solution. To that end, a Field Order No. 1 was issued to Allco ensuring that critical work would continue since work stoppage at this juncture would be impractical, impact safety to the community, and incur excessive costs. Field Order No. 1 informed the City Manager of the work that was required with the understanding that it would go to the Port Arthur City Council in the form of Change Order No. 2. Pursuant to Resolution No. 24-302, Change Order No. 2, approved by Port Arthur's City Council, was submitted by Allco for the relocation of the sanitary sewer services and sewer main, and the addition of eighteen (18) calendar days. Change Order No. 2 increased the contract amount by $159,385.00 from $33,154,682.77 to the new contract amount of$33,314,067.77. Additionally, Change Order No. 2 added eighteen(18)calendar days amending the original completion date of June 25,2025 to the new completion date of July 13, 2025. Pursuant to Resolution No. 24-339, Change Order No. 3, approved by Port Arthur's City Council, was submitted by Allco for the installation of a sanitary sewer main on 64th Street, the addition of fifteen(15) calendar days and the addition of 150 LF of water line relocations for the amount of$196,037.00. Change Order No. 3 also increased the contract amount of$33,314,067.77 by $196,037.00 to the new contract amount of$33,510,104.77. Additionally, Change Order No. 3 added fifteen (15) calendar days to the original contract completion date of July 13, 2025, changing it to the new contract completion date of July 28,2025. Change Order No. 4 is being submitted by Allco, LLC, for the relocation of a water lateral and replacing a fire hydrant, adding corrugated pipe, reduction in linear footage of RCB, relocating sanitary sewer service,and the addition of a storm conflict structure,for the amount of$55,790.42,changing the previous contract amount of$33,510,104.77 to the new contract amount of$33,565,895.19. It was necessary to issue a Field Order to perform the work in order to keep the project safe and on schedule. To that end,an Emergency Letter, dated October 25,2024,was submitted to the City Manager approving the Field Order with the change order subsequently going before Council. Additionally, proposed Change Order No. 4 requests the addition of fifteen (15) calendar days to accommodate the additional work performed by the Field Order, changing the previous contract completion date of July 28, 2025 to the new contract completion date of August 12, 2025. Budget Impact: Funding in the Drainage System Account No. 307-21-055-8515-00-10-000. Project No. DR1P03A is contingent upon approval of a budget amendment via adoption of Proposed Ordinance No. 7300. Recommendation: It is recommended that the City of Port Arthur's City Council approve PR No.24045 authorizing the City Manager to accept Change Order No.4 from Allco,LLC,of Beaumont,Texas,for the relocation of a water lateral and replacing a fire hydrant,adding corrugated pipe,reduction in linear footage of RCB, relocating sanitary sewer service, and the addition of a storm conflict structure for the amount of$55,790.42 and adding fifteen(15)calendar days. Project No. DR1P03A. "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. 24045 12/6/2024 mje Page 1 of 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDER NO. 4 TO THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND ALLCO, LLC, OF BEAUMONT, TEXAS, FOR THE PORT ACRES DRAINAGE IMPROVEMENT PROJECT, TO RELOCATE WATER LINES, ADD A FIRE HYDRANT, ADD CORRUGATED PIPES, REDUCTION IN LINEAR FOOTAGE OF REINFORCED CONCRETE BOXES (RCB), RELOCATE SANITARY SEWER SERVICE, ADD A STORM CONFLICT STRUCTURE, AND ADD FIFTEEN (15) CALENDAR DAYS, FOR THE AMOUNT OF $55,790.42 RESULTING IN A NEW CONTRACT AMOUNT OF $33,565,895.19. FUNDING IN THE DRAINAGE SYSTEM ACCOUNT NO. 307-21-055-8515- 00-10-000, PROJECT NO. DR1P03A IS CONTINGENT UPON APPROVAL OF A BUDGET AMENDMENT VIA ADOPTION OF PROPOSED ORDINANCE NO. 7300. WHEREAS, pursuant to Resolution No. 18-231, the City of Port Arthur (City) adopted the 2018 Disaster Recovery and Resiliency Plan (DRRP) for recovery activities following Hurricane Harvey; and, WHEREAS, the DRRP included mitigation planning and investment in infrastructure to rebuild/repair streets, utilities, public facilities, water, sewer, and drainage; and, WHEREAS, the community of Port Acres was selected as an area that has experienced significant flooding due to rain events, flash flooding and drainage related issues; and, WHEREAS, pursuant to Resolution No. 20-023, the engineering firm of Arceneaux, Wilson & Cole, LLC (AWC) of Port Arthur, Texas, was approved to provide a master drainage plan, provide design specifications, and provide construction management services for the Port Acres Drainage Project; and, WHEREAS, the Port Acres Drainage Improvement Project was let for bidding with Allco, LLC, of Beaumont, Texas, being the lowest qualified bidder for $34,891,106.81; and, C:\Users\h[ran\AppData\Local\Mi<rosok\Wintlows\INe[Cache\Content.0utlook\RMOBS4AK\PR 24045 Port Acres CO 4.docx PR No.24045 12/6/2024 mje Page 2 of 5 WHEREAS, pursuant to Resolution No. 23-485, the City of Port Arthur's City Council approved awarding the Port Acres Drainage Improvement Project to Allco, LLC, (Allco) of Beaumont, Texas; and, WHEREAS, pursuant to Resolution No. 24-032, the City of Port Arthur's City Council approved Change Order No. 1 for the performance of value engineering by City staff, AWC, and Allco, LLC, of Beaumont, Texas, decreasing the contract amount of $34,891,106.81 by $1,736,424.04 to the new contract amount of $33,154,682.77; and, WHEREAS, pursuant to Resolution No. 24-304, the City of Port Arthur's City Council approved Change Order No. 2 for the relocation of the sanitary sewer services and sewer main; increased the contract amount by $159,385.00 from $33,154,682.77 to the new contract amount of $33,314,067.77 and added eighteen (18) calendar days amending the original completion date of June 25, 2025 to the new completion date of July 13, 2025; and, WHEREAS, pursuant to Resolution No. 24-339, Change Order No. 3, approved by Port Arthur's City Council, was submitted by Allco, LLC, for the installation of a sanitary sewer main on 64th Street, the addition of fifteen (15) calendar days and the addition of 150 LF of water line relocations for the amount of $196,037.00; and, WHEREAS, Change Order No. 3 also increased the contract amount of $33,314,067.77 by $196,037.00 to the new contract amount of $33,510,104.77 and added fifteen (15) calendar days to the original contract completion date of July 13, 2025, changing it to the new contract completion date of July 28, 2025; and, WHEREAS, Change Order No. 4 is being submitted by Allco, LLC, for the relocation of a water lateral and replacing a fire hydrant, adding corrugated pipe, reduction in linear footage of RCB, relocating a sanitary sewer service, and the addition of a storm conflict structure, for the PR No.24045 12/6/2024 mje Page 3 of 5 amount of $55,790.42 changing the previous contract amount of $33,510,104.77 to the new contract amount of $33,565,895.19, see Exhibit A; and, WHEREAS, a Field Order was issued addressing revisions to the drainage project to keep the project safe and on schedule; and, WHEREAS, an Emergency Letter dated October 25, 2024, addressing the Field Order was prepared, submitted to, and approved by the City Manager with the change order subsequently going before Council, see Exhibit B; and, WHEREAS, proposed Change Order No. 4 requests the addition of fifteen (15) calendar days to accommodate work performed by the Field Order, changing the previous contract completion date of July 28, 2025 to the new contract completion date of August 12, 2025; and, WHEREAS, approval of PR No. 24045 for Change Order No. 4 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, Change Order No. 4 is herein approved and the City Manager is hereby authorized to execute said Change Order No. 4 to the contract between the City of Port Arthur and Allco, LLC, of Beaumont, Texas; and, THAT, Change Order No. 4 increases the previous contract amount of $33,510,104.77 by $55,790.42 amending it to the new contract amount of $33,565,895.19; and, THAT, Change Order No. 4 adds fifteen (15) calendar days to the original contract changing the previous contract completion date of July 28, 2025 to the new contract completion date of August 12, 2025; and, \Users\htran\APPOata\Local\Microsoft\Windows\INetCache\Content.Outlook\RM0854AK\PR 24045 Port Acres CO 4.docx PR No. 24045 12/6/2024 mje Page 4 of 5 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 Bartle Mayor ATTEST: Sherri Bellard City Secretary PR No.24045 12/6/2024 mje Page 5 of 5 APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: 41111Viv0Pv Roxann Pais Cotroneo, Esquire Ron Burton, CP City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: N a6 6 , Lynda (Lyn) Boswell, MA, ICMA-CM Director of Finance John Ca atella, PE City Engineer Clifton Williams, CPPB Purchasing Manager S:\Engineering\PUBLIC WORKS\PW-ENGINEERING\C.I.P.PROJECTS\Year 2023\DRAINAGE PROJECf5\Port Acres\Change Orders\Change Order 4\PR 24045 Port Acres CO 4.doca EXHIBIT A CITY OF PORT ARTHUR Public Works Engineering DATE: NOVEMBER 20,2024 PROJECT: PORT ACRES DRAINAGE IMPROVEMENT PROJECT OWNER: CITY OF PORT ARTHUR CONTRACTOR: ALLCO,LLC OF BEAUMONT,TEXAS CHANGE ORDER NO.: 4 THE FOLLOWING CHANGES IN THE PLANS AND/OR SPECIFICATIONS ARE HEREBY MADE: Adjust the Estimated Quantities to reflect the Actual Quantities used in the completion of the project: Original Item Description Unit Quantity Unit Price Original Amount Total Added New Amount 1 64th Street -Relocation of Water Lateral and replacing fire hydrant LS $ 9,041.00 2 Jade Avenue -Adding Corrugated Pipe to avoid existing pipelines and sanitary sewer lines. LS $ 145,868.00 3 0462-6011-6x4 RCB(Reduction) LF 996 $ 983.51 $ 979,575.96 -108 $ (106,219.08) 4 0462-6006-5x2 RCB(Reduction) LF 755 $ 769.55 $ 581,010.25 -30 $ (23,086.50) 5 Jade Avenue -Relocating Sanitary Sewer Service LS $ 11,187.00 6 Jade Avenue 0465-0001-Storm Conflict Structure EA 1 $ 19,000.00 $ 19,000.00 1 $ 19,000.00 TOTAL CHANGE ORDER $ 55,790.42 PREVIOUS CONTRACT AMOUNT $33,510,104.77 NEW CONTRACT $33,565,895.19 AMOUNT ORIGINAL CONTRACT AMOUNT: $ 34,891,106.81 TOTAL AMOUNT OF CHANGE ORDER NO.1: $ (1,736,424.04) TOTAL AMOUNT OF CHANGE ORDER NO.2: $ 159,385.00 TOTAL AMOUNT OF CHANGE ORDER NO.3: $ 196,037.00 TOTAL AMOUNT OF CHANGE ORDER NO.4: $ 55,790.42 PERCENT OF CHANGE ORDER NO.1: -4.98% PERCENT OF CHANGE ORDER NO.2: 0.46% PERCENT OF CHANGE ORDER NO.3: 0.56% PERCENT OF CHANGE ORDER NO.4: 0.16% TOTAL PERCENT OF CHANGE ORDERS NOS.1,2,3&4: -3.80% NEW CONTRACT AMOUNT: S 33.565.895.19 CONTRACT COMPLETION DATE:I August 12,2025 FIFTEEN(15)CALENDAR DAYS AVE BEEN ADDED TO CHANGE ORDER NO.4 PAREPARED BY: APPROVED BY: • 6C�f! M,enni er ards,BAAS,MPA;CIP Manager ohn Cannatella,PE,City Engineer APPROVED BY: APPROVED BY: Brandon Harrison,ALLCO,LLC. Marc Ochoa,Senior Project Manager,AWC APPROVED BY: APPROVED BY: Dr.Hani Tohme,PE,Consultant Cli Ii's,CPPB,Purchasing Manager APPROVED BY: n rton,City Manager S:\Engineering\PUBLIC WORKS\PW-ENGINEERING\C.I.P.PROJECTS\Year 2023\DRAINAGE PROJECTS\Port Acres\Change Orders\Change Order 4\Port Acres CO 4 EXHIBIT B City of ort rthr���� Tex a s www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 25, 2024 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: John Cannatella, PE, City Engineer, Engineering Department/Public Works RE: Port Acres Drainage Improvement Project; Project No. DR1P03A. Pursuant to Resolution No.18-231, the City of Port Arthur adopted the 2018 Disaster Recovery and Resiliency Plan (DRRP) for recovery activities following Hurricane Harvey. A significant portion of the DRRP included mitigation planning and investment in infrastructure to address impacts of future disasters. Its recovery actions provided for efforts to rebuild/repair streets, utilities, public facilities, water, sewer, and drainage. DRRPs mitigation included identifying areas in the 100 year flood zone and areas that frequently flooded during previous storms or significant rain events. The City of Port Arthur, as part of the DRRP recovery activities, identified flood and drainage problems within the community of Port Acres. Arceneaux, Wilson& Cole, LLC (AWC) has determined that the City of Port Arthur consider submitting a change order for necessary adjustments and revisions related to the ongoing drainage project in Port Acres. See attached. These revisions are crucial for ensuring the successful completion of the work while accommodating unforeseen obstacles and requirements. In total, the requested change order for these adjustments amounts is an increase of$55,790.42. The purpose of this field order is to keep the project on schedule.A resolution will be sent to the Council for the ratification of the field order authorization. Funding is available in the Drainage System Account No. 307-21-055-8515-00-10-000. Project No. DR1P03A. I,Ronald Burton,approve the additional costs associated with securing emergency adjustments and revisions for the Port Acres Drainage Improvement Project. / I Signecamic. Ronald Burton, Manjer (p n h ohp-hr 1 J /0. 25. 2021 "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 S:\Engineering\PUBLIC WORkS\PW-ENGINEERING\C.I.P.PROJECTS\Year 2023\DRAINAGE PROJECTS\Port Acres\Correspondence\Rev.Emergency Memo-Revlsions to Protect.doc, 4iêa .. ARCENEAUX WILSON&COLE engineering I surveying I planning October 24, 2024 ATTN: Jennifer Edwards City of Port Arthur PO Box 1089 Port Arthur,TX 77641 RE: REQUEST FOR CHANGE ORDER NO. 4 SUBMISSION Dear Mrs. Edwards, Please use this letter as our formal request that the City of Port Arthur consider submitting a change order for necessary adjustments and revisions related to the ongoing drainage project in Port Acres.These revisions are crucial for ensuring the successful completion of the work while accommodating unforeseen obstacles and requirements. The items we request to be included in the change order are as follows: 1. Relocation of Fire Hydrant A fire hydrant is currently interfering with the installation of a new drainage line and sewer main due to the lateral alignment.This adjustment requires the temporary shut-off of the water line and the installation of a new tee.The cost for this work is estimated at $9,041, but this maybe adjusted if the City provides the necessary materials. 2. Revisions to New Drainage Line on Jade Avenue To gain approval from the pipeline companies for the installation over four existing pipelines on Jade Avenue, we replaced 80 linear feet of concrete boxes with two 48-inch plastic pipes and two junction boxes. This revision was essential for crossing the pipelines safely and in accordance with regulatory requirements. 3. Revisions to Sanitary Sewer Crossing at Jade Avenue and 63rd Street At the intersection of Jade Avenue and 63rd Street, approximately 60 linear feet of concrete boxes were replaced with two 36-inch plastic pipes to accommodate the existing infrastructure.The combined net change for Items 2 and 3 totals $16,562.42. 409.724.7888 3120 Central Mall Drive Port Arthur,TX 77642 Engineering Surveying awceng.com F-16194 10194049 / ISO CIIIAK 4. Adjustment of Sewer Service at Jade Avenue and 64th Street At the intersection of Jade Avenue and 64th Street, a sewer service had to be relocated and placed in an 8-inch steel casing due to unforeseen conflicts. The cost for this adjustment is $11,187. 5. Installation of Conflict Structure on Jade Avenue Due to an unexpected conflict with the existing sanitary line, a conflict structure had to be installed on Jade Avenue. The cost per unit, as included in the original bid, is $19,000. In total, the requested change order for these adjustments amounts to $55,790.42. We kindly request written permission to proceed with these adjustments while we await formal approval by the City Council.As timely progress is essential, delays in receiving written authorization may result in project delays, which we wish to avoid. Your prompt attention to this request will help us maintain the project schedule. Thank you for your time and consideration. Please let us know if you require any additional documentation or information to process this request. Sincerely,7‘fse,e2&%:-- Marc A. Ochoa, PE, CFM Senior Project Manager Arceneaux Wilson & Cole LLC