HomeMy WebLinkAboutPR 24644: EL VISTA DRAINAGE IMPROVEMENT PROJECT CHANGE ORDER NO. 3 City of
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INTEROFFICE MEMORANDUM
Date: November 12,2025
To: The Honorable Mayor and City Council
Through: Ron Burton,CPM,City Manager
From: Suhail Kanwar,P.E.,M.S.,CFM,ENV SP,Director of Public Services/City Engineer
RE: PR No. 24644: El Vista Drainage Improvement Project—Change Order No. 3:
Alternative pavement design, decreasing the contract amount by $611,275.40, to a new
contract amount of$9,282,007.31. Project No. DR1P02.CON.CTYAccount No. 307-21-
055-8515-00-10-000
Introduction:
The intent of this Agenda Item is to seek City Council's approval for the City Manager to execute Change Order
No. 3 with Allco, LLC, of Beaumont, Texas, for an alternative pavement design, decreasing the contract
amount by $611,275.40, to a new contract amount of$9,282,007.31. Project No. DR1P02.CON.CTY
Account No. 307-21-055-8515-00-10-000.
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
Pursuant to Resolution No. 25-121, the City of Port Arthur's City Council approved Change Order
No. 2 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 changes
the original contract completion date of March 27,2025 to the new contract completion date of August
26, 2025.
On August 22, 2025,the drainage work was completed and a substantial completion letter was issued
to the contractor, refer to Exhibit A. The substantial completion letter stops the time and enters the
contract into the punch list phase. As of November 12,2025,the punch list items have been completed
by the contractor.
Change Order No. 3 is being submitted by Allco, LLC, of Beaumont, Texas, for an alternative
pavement design. Field investigations revealed varying base depths and clay soils along Maple
Avenue. It was recommended that a cement slurry mix replace the original lime stabilization and
crushed concrete base, decreasing the contract amount by $611,275.40, to a new contract amount of
$9,282,007.31.
Budget Impact:
Funds are not impacted. Project No.DR1P02. Account No. 307-21-055-8515-00-10-000.
Recommendation:
It is recommended that the City of Port Arthur's City Council approve PR No. 24644 authorizing the
City Manager to accept Change Order No. 3, from Allco, LLC, of Beaumont, Texas, for an
alternative pavement design. Field investigations revealed varying base depths and clay soils along
Maple Avenue. It was recommended that a cement slurry mix replace the original lime stabilization
and crushed concrete base,decreasing the contract amount by$611,275.40,to a new contract amount
of$9,282,007.31. Project No. DR1P02.CON.CTY Account No. 307-21-055-8515-00-10-000.
"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. 24644
11/12/2025 RLD
Page 1 of 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
CHANGE ORDER NO. 3, TO THE CONTRACT BETWEEN THE CITY OF PORT
ARTHUR AND ALLCO, LLC, OF BEAUMONT, TEXAS, FOR THE EL VISTA
DRAINAGE IMPROVEMENT PROJECT FOR THE ALTERNATIVE PAVEMENT
DESIGN, DECREASING THE CONTRACT AMOUNT BY $611,275.40 TO A
NEW CONTRACT AMOUNT OF $9,282,007.31. PROJECT NO.
DR1P02.CON.CTY ACCOUNT NO. 307-21-055-8515-00-10-000.
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. 24644
11/12/2025 RLD
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; 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; and,
WHEREAS, Pursuant to Resolution No. 25-121, the Port Arthur's City Council approved
Change Order No. 2 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, 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; and,
WHEREAS, on August 22, 2025, the drainage work was completed and a substantial
completion letter was issued to the contractor. The substantial completion letter stops the time
and enters the contract into the punch list phase. As of November 12, 2025, the punch list items
have been completed by the contractor, see Exhibit A; and,
WHEREAS, On October 24, 2025, a Field Order was created, accepted, approved, and
signed by the City Manager with the understanding that the work it covered would be presented
at the next Council Meeting under Change Order No. 3, see Exhibit B; and,
PR No. 24644
11/12/2025 RLD
Page 3 of 4
WHEREAS, Change Order No. 3 is being submitted by Allco, LLC, of Beaumont, Texas,
for an alternative pavement design. Field investigations revealed varying base depths and clay
soils along Maple Avenue. It was recommended that a cement slurry mix replace the original
lime stabilization and crushed concrete base, decreasing the contract amount by $611,275.40
to a new contract amount of $9,282,007.31, see Exhibit C; and,
WHEREAS, approval of PR No. 24644 for Change Order No. 3 is herein deemed an
appropriate action; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,
TEXAS:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, Change Order No. 3 is herein approved and the City Manager is hereby authorized
to execute said Change Order No. 3 to the contract between the City of Port Arthur and Allco,
LLC, of Beaumont, Texas; and,
THAT, Change Order No. 3, is being submitted by Allco, LLC, of Beaumont, Texas, for an
alternative pavement design, decreasing the contract amount by $611,275.40 to a new contract
amount of $9,282,007.31; 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:
Council members:
PR No. 24644
11/12/2025 RLD
Page 4 of 4
Charlotte M. Moses
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
- Ali‘ v
Roxann Pais Cotroneo, Esquire Ron Burt• rP1
City Attorney City Ma, .-r
APPROVED AS FOR AVAILABILITY OF
FUNDS:
16°1-(Al
Lynd (Lyn) Boswell, MA, ICM -CM
Director of Finance
Suhail Kanwar, PE
Director of Public Services/City Engineer
I
I A/,.i vu ' bit.
Clifton Williams, CPPB
Purchasing Manager
1
EXHIBIT A
ENGINEER'S CERTIFICATE OF SUBSTANTIAL COMPLETION
Project: EL VISTA STORM SEWER IMPROVEMENTS
Date of Issuance: AUGUST 22,2025
Owner: CITY OF PORT ARTHUR
Project No. CPA-949,Contract No. 1 (CPA Contract No.23-484)
Engineer: ARCENEAUX WILSON&COLE LLC
Contractor: ALLCO,LLC.
This Engineer's Certificate of Substantial Completion applies to all Work under the Contract
Documents or to the following specified parts thereof:
TO CITY OF PORT ARTHUR
[OWNER]
AND TO ALLCO,LLC.
[CONTRACTOR]
The Work to which this Certificate applies has been inspected by authorized representatives of
Owner, Contractor and Engineer,and that Work is hereby declared to be substantially complete in
accordance with the Contract Documents on
August 7,2025
DATE OF SUBSTANTIAL COMPLETION
A tentative list of items to be completed or corrected is attached hereto. This list may not be all-
inclusive, and the failure to include an item in it does not alter the responsibility of Contractor to
complete all the Work in accordance with the Contract Documents. The items in the tentative list
shall be completed or corrected by Contractor within 30 days of the above Date of Issuance. From
the date of Substantial Completion the responsibilities between Owner and Contractor for security,
operation, safety, maintenance, heat, utilities, insurance and warranties and guarantees shall be as
follows:'
1i2
RESPONSIBILITIES
OWNER: Operation of the constructed facilities.
CONTRACTOR: Security, Safety, Maintenance, Insurance, Warranties and Guarantees of the
constructed facilities.
The following documents are attached to and made a part of this Certificate:
Final Completion Inspection Punch List
This certificate does not constitute an acceptance of Work not in accordance with the Contract
Documents, nor is it a release of Contractor's obligation to complete the Work in accordance with
the Contract Documents.
Executed by ENGINEER on August 22 ,2025.
ARCENEAUX WILSON& COLE LLC
[ENGl
idBy:
CONTRACTOR accepts this Certificate of Substantial Completion on v - �Z , 2025
ALLCO,LLC
[carry ACT
By: ),
OWNER accepts this Certificate of Substantial Completion on ,2025
CITY OF PORT ARTHUR
[ ]
By:
_`
K. ma
f/ ARCENEAUX WILSON&COLE
engineering I surveying I planning
FINAL COMPLETION INSPECTION
PUNCH LIST
DATE: August 22, 2025
PROJECT: EL VISTA STORM SEWER IMPROVEMENTS
CPA Contract No. 23-484
AW&C Job No. CPA-949
ATTENDEES: Derek Graffagnino, PE - Arceneaux Wilson & Cole LLC (AWC)
Willie Celestine - AWC
Keith Burrell - Allco, LLC
Keven Dupre - .Allco, LLC
Martin Flood - City of Port Arthur (CPA)
The following items are to be corrected or completed to comply with the
Contract Documents, Technical Specifications and Construction Plans.
GENERAL ITEMS
- Finish pavement operations on remaining streets in the project.
- When weather permits, finish seeding on remaining ditches and add fill as
needed at top bank of ditch where erosion has started until grass comes
in.
- Pick up/clean area after pavement operations are complete.
END OF PUNCH LIST
409.724.7888
2901 Turtle Creek Dr.,Suite 320
Port Arthur,TX 77642 Engineering Surveying
awceng.com F-16194 10194049
EXHIBIT B
CHARLOTTE M.MOSES,MAYOR J` RONALD BURTON,CPM
HAROLD L.DOUCET,SR., City of CITY MANAGER
MAYOR PRO TEM )14)
arr," SHERRI BELLARD,TRMC
COUNCIL MEMBERS: CITY SECRETARY
WILLIE BAE LEWIS,JR. t)r t r t h u r
TIFFANY L.HAMILTON EVERFIELD Tc'.rus ROXANN PAIS COTRONEO
DONEANE BECKCOM CITY ATTORNEY
THOMAS KINLAW,III
DONALD FRANK,SR.
PROJECT FIELD ORDER
Project Name: El Vista Drainage Field Order No. 2
Improvement Project
Date: October 24, 2025 Engineer: Arceneaux Wilson & Cole
LLC
Contractor: Allco LLC Basis of Change: Field Work Order - Task
Adjustment to Contract Sum: -$611,275.40
Contractor is authorized and directed to proceed with the following:
See attached: Alternative Pavement Design
/C44/1. s7/ /O/L7J22Zs
Allco LLC Date Suhail Kanwar, PE, City Engineer Da e
Ron Burton, CPM, y anager Date Dr. Hani Tohme, PE, Consultant Date
"Remember,Ile 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
EXHIBIT C
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ARCENEAUX WILSON&COLE
engineering I surveying I planning
October 24, 2025
ATTN: Suhail Kanwar, PE
City of Port Arthur
PO Box 1089
Port Arthur,TX 77641
RE: REQUEST FOR CHANGE ORDER NO. 2 SUBMISSION- EL VISTA DRAINAGE
IMPROVEMENTS
Dear Mr. Kanwar,
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 El Vista.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:
Alternative Pavement Design
Field investigations revealed varying base depths and clay soils along Maple Avenue. Based
on recommendations from Science Engineering, a cement slurry mix will replace the
original lime stabilization and crushed concrete base, resulting in cost savings as
summarized below:
• Remove (30,500 SY) Lime Stabilization -$582,550.00
• Remove (25,196 SY) Crushed Concrete Base -$885,639.40
• Add (30,500 SY) Cement Slurry(5% cement) +$823,500.00
• Add (5,569 SY) Removal Asphalt/Base Material +$33,414.00
Net Change = -$611,275.40
Total estimated cost of change order: -$611,275.40
We respectfully request written authorization to proceed with these revisions while the
change order undergoes formal review and approval by City Council. Prompt written
approval will help avoid project delays and ensure continued progress in accordance with
the established schedule.
409 724.7888
3120 Central Mall Drive
Port Arthur,TX 77642 Engineering Surveying
awceng.com F-16194 10194049
A.Ilt. awn
,All a I
N%
Thank you for your attention to this matter. Please do not hesitate to contact us if
additional documentation or clarification is required.
Sincer ly, 4
Derek J. Graffagnin , PE
Project Manager
Arceneaux Wilson&Cole LLC
CITY OF PORT ARTHUR
Public Works Engineering
DATE: November 12,2025
PROJECT: EL VISTA DRAINAGE IMPROVEMENT PROJECT
OWNER: CITY OF PORT ARTHUR
CONTRACTOR: ALLCO,LLC OF BEAUMONT,TEXAS
CHANGE ORDER NO.: 3
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:
Item Description Unit Original Unit Price Original Amount Total Added New Amount
Quantity
1 Alternative Pavement Design
Remove(30,500 SY)Lime Stabilization SY $ (582,550.00) _
Remove(25,196 SY)Crushed Concrete Base SY $ (885,639.40)
Add(30,500 SY)Cement Slurry(5%cement) SY $ 823,500.00
Add(5,569SY)Removal Asphalt/Base Material SY $ 33,414.00
NO FUNDS ARE IMPACTED TOTAL CHANGE ORDER $ (611,275.40)
NEW CONTRACT
PREVIOUS CONTRACT AMOUNT $11,209,454.68 AMOUNT $ 9,282,007.31
ORIGINAL CONTRACT AMOUNT: $ 11,209,454.68
TOTAL AMOUNT OF CHANGE ORDER NO.1: $ (1,316,171.97)
TOTAL AMOUNT OF CHANGE ORDER NO.2: $ -
TOTAL AMOUNT OF CHANGE ORDER NO.3: $ (611,275.40)
TOTAL PERCENT OF CHANGE ORDERS NOS.1-3 -11.74%
NEW CONTRACT AMOUNT: $ 9282,007.31
CONTRACT COMPLETION DATE:I August 26,2025
NO CALENDAR DAYS HAVE BEEN ADDED TO CHANGE ORDER NO.3
PAREPAREDqo._.t.o._ � APPROVED BY: //p���
R Roeisha Diaz,Engineering Ad in. Suhail r�Director of Services/CityEngineerG�ne
APPROVED BY: APPROVED BY:
Brandon Harrison,ALLCO,LLC. Derek Graffagnino,Senior Project Manager,AWC
APPROVED BY: APPROVED BY:
Dr.Hani Tohme,PE,Consultant Clifton Williams,CPPB,Purchasing Manager
APPROVED BY:
OVA/
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R 0`iity Manager
S:\Engineering\PUBLIC WORKS\PW-ENGINEERING\C.I.P.PROJECTS\Year 2023\DRAINAGE PROJECTS\EI Vista\Change Orders\Change Order 3\EI Vista CO 3