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Home My WebLink AboutPR 24091: EL VISTA DRAINAGE IMPROVEMENT PROJECT, CHANGE ORDER NO. 2 (152 CALENDAR DAYS) City of . ort rthrt� ir www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 7,2025 To: The Honorable Mayor and City Council Through: Ron Burton,City Manager From: Pamela D. Langford,Assistant City Manager-Operations/Director of Development Services RE: PR No.24091:El Vista Drainage Improvement Project—Change Order No.2: Addition of one hundred fifty-two(152)calendar days changing the original contract completion date of March 27,2025 to the new contract completion date of August 26,2025. Project No. DR1P02. Introduction: The intent of this Agenda Item is to seek City Council's approval for the City Manager to execute Change Order No. 2 with Allco, LLC, of Beaumont, Texas,to add one hundred fifty-two (152)calendar days, changing the original contract completion date of March 27, 2025 to the new contract completion date of August 26, 2025. Project No.DR1P02. 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 El Vista that were in dire need of mitigation and repair. The El Vista Project was let for bidding. Pursuant to Resolution No. 23-484, the City of Port Arthur's City Council approved awarding the El Vista Drainage Improvement Project to the lowest responsible bidder, Allco, LLC, of Beaumont, Texas, for the amount of$11,209,454.68. City Staff, AWC and Allco, LLC, of Beaumont, Texas, performed Value Engineering on the project lowering the contract price by $1,316,171.97 in order to keep it within budget. Pursuant to Resolution No. 24-031, 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$11,209,454.68 by $1,316,171.97 to the new contract amount of $9,893,282.71. "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 FOJECS`iEI Vista\Change'_ Change Order No. 2 is being submitted by Allco, for the addition of one hundred fifty-two (152) calendar days to the project's original schedule reduction of days and weather related delay that were beyond control. Change Order No. 2 proposes to change the original contract completion date of March 27, 2025 to the new contract completion date of August 26, 2025. Budget Impact: Funds are not impacted by this request. Project No.DR1P02. Recommendation: It is recommended that the City of Port Arthur's City Council approve PR No. 24091 authorizing the City Manager to accept Change Order No.2,from Allco,LLC,of Beaumont,Texas,for the addition of one hundred fifty-two (152) calendar days changing the original contract completion date of March 27, 2025 to the new contract completion date of August 26,2025. Project No.DR1P02. "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. 24091 3/6/2025 mje Page 1 of 4 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDER NO. 2, TO THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND ALLCO, LLC, OF BEAUMONT, TEXAS, FOR THE EL VISTA DRAINAGE IMPROVEMENT PROJECT TO ADD ONE HUNDRED FIFTY-TWO (152) CALENDAR DAYS, CHANGING THE ORIGINAL CONTRACT COMPLETION DATE OF MARCH 27, 2025 TO THE NEW CONTRACT COMPLETION DATE OF AUGUST 26, 2025. FUNDING IS NOT IMPACTED. PROJECT NO. DR1P02. WHEREAS, 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; 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 El Vista 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. 20-022, 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 El Vista area; and, WHEREAS, the El Vista Drainage Improvement Project was let for bidding with Allco, LLC, of Beaumont, Texas, being the lowest qualified bidder for $11,209,454.68; and, WHEREAS, pursuant to Resolution No. 23-484, the City of Port Arthur's City Council approved awarding the El Vista Project to Allco, LLC, of Beaumont, Texas; and, PR No.24091 3/6/2025 mje Page 2 of 4 WHEREAS, City Staff, AWC and Allco, LLC, of Beaumont, Texas, performed Value Engineering decreasing the contract amount by $1,316,171.97, see Exhibit A; and, WHEREAS, pursuant to Resolution 24-031, 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 $11,209,454.68 by $1,316,171.97 to the new contract amount of $9,893,282.71; and, WHEREAS, the El Vista Drainage Improvement Project, to date, has encountered adverse weather conditions that have severely impacted progress, see Exhibit A; and, WHEREAS, an extension of time is necessary, to address weather related delays and recoup days initially reduced by the value engineering process, to ensure that the drainage improvements are completed effectively to benefit the residents of El Vista and the City of Port Arthur, as a whole, see Exhibit A; and, WHEREAS, Change Order No. 2 is being submitted by Allco, LLC, of Beaumont, Texas, to add one hundred fifty-two (152) calendar days to the original contract completion date of March 27, 2025 changing it to the new contract completion date of August 26, 2025, see Exhibit B; and, WHEREAS, approval of PR No. 24091 for Change Order No. 2 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, PR No.24091 3/6/2025 mje Page 3 of 4 THAT, Change Order No. 2 is herein approved and the City Manager is hereby authorized to execute said Change Order No. 2 to the contract between the City of Port Arthur and Allco, LLC, of Beaumont, Texas; and, THAT, Change Order No. 2, being submitted by Allco, LLC, of Beaumont, Texas, will add one hundred fifty-two (152) calendar days to the original contract completion date of March 27, 2025 changing it to the new contract completion date of August 26, 2025; 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. 2025, 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.24091 3/6/2025 mje Page 4 of 4 APPROVED AS TO FORM: APPROVED FORAA ADMINISTRATION: Asixte4pre- ,. Roxann Pais Cotroneo, Esquire Ron Burton, CP City Attorney City Manage( APPROVED AS FOR AVAILABILITY OF FUNDS: q t� r,r V 13 Lynda (Lyn Boswell, MA, ICMA-CM Director of Finance John Cann,zftella, PE City Engineer ,Vd2b44,, Clifton Williams, CPPB Purchasing Manager EXHIBIT A .11 rkIl I I it .4"1 ARCENEAUX WILSON&COLE engineering I surveying I planning March 10, 2025 RECEIVED Public Works Jennifer Edwards 2�25 City of Port Arthur MAR 1 444 4th Street Engineering Port Arthur, Texas 77640 CIP RE: Pay Application No. 12 for El Vista Storm Sewer Improvements City Port Arthur Contract No. 23-484 AWC Job No. CPA-949 Dear Mrs. Edwards: Attached is Pay Application No. 12 for the El Vista Storm Sewer Improvements project. This invoice will pay ALLCO for the work performed and stored materials secured on the project from February 1, 2025 to February 28, 2025. The amount due to ALLCO is $517,856.15. Based on this invoice the project is approximately 39% complete and has used 93% of the contract time with a current scheduled completion date of March 27, 2025. If you have any questions or require further information, please contact me at my office. Sincerely, ARCENEAUX WILSON &COLE LLC Marc A. Ochoa, P.E., CFM Senior Project Manager 409 724.7888 3120 Central Mall Drive Port Arthur,TX 77642 Engineering Surveying awceng.com F-16194 10194049 aux ARCENEAUX WILSON&COLE engineering I surveying I planning MEMORANDUM Date: February 11, 2025 To: City of Port Arthur From: Marc A. Ochoa, PE / Senior Project Manager Project: El Vista Subdivision Drainage Improvements Subject: Time Extension Request Purpose: The purpose of this memorandum is to formally request a time extension of 152 calendar days for the El Vista Subdivision Drainage Improvement Project due to weather-related delays that have affected the construction schedule.This request accounts for both past delays and anticipated weather impacts over the next six months. Original Schedule Reduction: As previously agreed,the contractor accepted an accelerated schedule with the understanding that an extension would be granted upon demonstrating substantial progress.The original schedule was reduced by 60 calendar days before the contract was awarded. However, multiple unforeseen delays have significantly impacted on the project timeline, necessitating this request for an extension. Weather-Related Delays: The following table outlines weather-related delays recorded from March 2024 to January 2025: 409.724.7888 3120 Central Mall Drive Port Arthur,TX 77642 Engineering Surveying awceng.com F-16194 10194049 A Month Weather Delays (Days) March 2024 4 April2024 6 May 2024 14 June 2024 4 July 2024 11 August 2024 3 September 2024 1 October 2024 0 November 2024 4 December 2024 4 January 2025 11 Total Weather-Related Delays to Date: 62 Days Anticipated Weather-Related Delays: Based on historical weather patterns,we anticipate an average delay of 5 days per month over the next two months and the additional four months.The estimated total anticipated delays are: 5 days/month x 6 months = 30 days Total Days Requested: The total extension requested accounts for the original reduction along with both recorded and anticipated weather-related delays: 60 days (from reduction) + 62 days (past) + 30 days (anticipated) = 152 days .1,, v.yry Revised Schedule: The original completion date for the El Vista Subdivision Drainage Improvement project was March 27, 2025. With the requested 152-day extension, the new proposed completion date would be August 26, 2025. Conclusion: Due to uncontrollable weather conditions that have impacted construction progress,we respectfully request a 152-day extension to the contract duration for the El Vista Subdivision Drainage Improvement Project. This additional time will allow for the proper completion of work while maintaining quality and safety standards. Please review this request at your earliest convenience and let us know if further documentation or discussion is required. Sincerely, 770,4,1,e ,-- Marc A. Ochoa, PE Senior Project Manager EXHIBIT B CITY OF PORT ARTHUR Public Works Engineering DATE: MARCH 6,2025 PROJECT: EL VISTA DRAINAGE IMPROVEMENT PROJECT OWNER: CITY OF PORT ARTHUR CONTRACTOR: ALLCO,LLC OF BEAUMONT,TEXAS CHANGE ORDER NO.: 2 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 Unit Price Original Amount Total Added New Amount Quantity 1 ADDITION OF ONE HUNDRED FIFTY-TWO(152)CALENDAR DAYS NO FUNDS ARE IMPACTED TOTAL CHANGE ORDER $ - PREVIOUS CONTRACT AMOUNT $11,209,454.68 NEW CONTRACT $ 9,893,282.71 AMOUNT ORIGINAL CONTRACT AMOUNT:I$ 11,209,454.68 I TOTAL AMOUNT OF CHANGE ORDER NO.1: 5 (1,316,171.97) TOTAL PERCENT OF CHANGE ORDERS NOS.1&2 _ ... NEW CONTRACT AMOUNT: $ 9,893,282.71 CONTRACT COMPLETION DATE:J August 26,2025 ONE HUNDRED FIFTY-TWO(152)CALENDAR DAYS HAVE BEEN ADDED TO CHANGE ORDER NO.2 PAREPARED BY: APPROVED BY: M.Jennifer Edwards,BAAS,MPA;CIP Manager Joh nn tella,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 Clifton Williams,CPPB,Purchasing Manager APPROVED BY: Ron Burton,City Manager S:\Engineering\PUBLIC WORKS\PW-ENGINEERING\C.I.P.PROJECTS\Year 2023\DRAINAGE PROJECTS\EI Vista\Change Orders\Change Order 2\El Vista CO 2 Add days