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
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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
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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,
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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,
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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:
•
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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
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Tex
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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
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.. 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