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HomeMy WebLinkAboutPR 24948: REDBIRD STREET PROJECT Eiu City of qfw \ ort rtlzu�� Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: June 01,2026 To: The Honorable Mayor and City Council Through: Ron Burton, CPM, City Manager From: Suhail Kanwar, P.E., M.S., CFM,Director of Public Services/City Engineer RE: PR No.24948: Redbird Street Rehabilitation Project—Green Avenue to Jefferson Drive. Close- out documents and release of retainage for PaveCon, LTD, of Houston, Texas. Project No. ST5106.CON Street Capital Account No. 307-00-000-2050-00-00-000. PaveCon, LTD, of Houston,Texas Introduction: The intent of this agenda item is to authorize the City Manager to accept the Close Out Documents and release the retainage in the amount of$32,304.75 with PaveCon, LTD, of Houston, Texas (PaveCon), for the Redbird Street Rehabilitation Project—Green Avenue to Jefferson Drive. Background: Due to the large number of streets needing repair, Purchasing has looked for additional ways to bring in more contractors to repair streets. Purchasing found PaveCon as contractor on the BuyBoard Cooperative Contract for road repair. Purchasing and Engineering met with the PaveCon representative and requested a quote for the rehabilitation of Redbird Street - Green Avenue to Jefferson Drive. PaveCon also met with Water Utilities for utility work needed on Redbird Street - Green Avenue to Jefferson Drive. PaveCon submitted a quote in the amount of$678,349.66 for this work. Pursuant to Resolution No. 25-3654, City Council awarded the construction contract to PaveCon for a contract amount of$678,349.66 for the rehabilitation of Redbird Street—Green Avenue to Jefferson Drive,extending from Sabine Avenue to Neches Avenue,at either end of the street. Pursuant to Resolution No. 26-127, Amendment No. 1 was approved by City Council, for a 100-calendar day time extension due to the unknown condition of the existing sewer line, in the case it would need to be replaced. PaveCon addressed approximately 650 LF of existing sewer line and 10 sewer taps would need to be replaced between Wignall Avenue and Jefferson Drive,with no changes to the contract price.This request changed the original contract completion date April 11,2026 to a new completion date of July 20,2026. "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 2025\REDBIRD ST REHAB\Close-Out\Agenda Memo PR 24948.docx Public Services-Engineering has received Close-Out Documents from PaveCon,that includes the Certificate of Substantial Completion dated May 7, 2026 and establishing completion as of May 19, 2026, the Contractor's Certificate and Release,the Contractor's Certificate of Warranty,the Contractor's Certificate of Guarantee, and the Contractor's Affidavit of All Debts Paid. Additionally,PaveCon,LTD, of Houston,Texas is asking for the release of retainage in the amount of$32,304.75. Budget Impact: Project No. ST5106.CON Street Capital Account No. 307-00-000-2050-00-00-000. Recommendation: It is recommended that the City of Port Arthur's City Council approve PR No. 24948 authorizing the City Manager to accept the Close-out documents and release the retainage in the amount of$32,304.75 for PaveCon, the Redbird Street Rehabilitation Project—Green Avenue to Jefferson Drive.Project No. ST5106.CON. "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 24948 06/01/2026 Page 1 of 4 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ACCEPT CLOSE-OUT DOCUMENTS SUBMITTED BY PAVECON LTD, OF HOUSTON, TEXAS AND APPROVE THE RELEASE OF RETAINAGE IN THE AMOUNT OF $32,304.75, FOR THE REDBIRD STREET REHABILITATION PROJECT FROM GREEN AVENUE TO JEFFERSON DRIVE. STREET CAPITAL ACCOUNT NO. 307-00-000-2050-00-00-000, PROJECT NO. ST5106.CON WHEREAS, the Engineering Department of the City of Port Arthur conducts periodic roadway condition assessments and reviews historical maintenance data to identify streets requiring reconstruction,remediation, or rehabilitation; and WHEREAS,based upon such assessments, Redbird Street between Green Avenue and Jefferson Drive was identified as requiring rehabilitation and was recommended for inclusion in the City's street improvement program; and WHEREAS, due to the significant number of streets in need of repair, the Purchasing Division explored additional procurement methods to increase contractor participation and expedite street rehabilitation projects, including the use of cooperative purchasing programs; and WHEREAS, the Purchasing, Utilities, and Engineering Departments jointly identified PaveCon, Ltd., of Houston, Texas, as a qualified contractor through the BuyBoard Cooperative Purchasing Program; and WHEREAS, the City provided PaveCon, Ltd. with a bid table, project layout, and the City of Port Arthur's applicable standards and specifications for the purpose of obtaining a cost proposal for the rehabilitation of Redbird Street from Green Avenue to Jefferson Drive; and WHEREAS, PaveCon, Ltd. submitted a BuyBoard-compliant proposal in the amount of $678,349.66 for the Redbird Street Rehabilitation Project; and WHEREAS, staff from the Utilities and Engineering Departments reviewed the proposal and determined that the pricing submitted by PaveCon, Ltd. was reasonable and competitive with similar street rehabilitation projects; and WHEREAS, Chapter 271, Subchapter D, of the Texas Local Government Code authorizes municipalities to participate in cooperative purchasing programs through a resolution adopted by the governing body, including programs such as the BuyBoard Cooperative Purchasing Program, as an alternative to traditional competitive bidding; and PR 24948 06/01/2026 Page 2 of 4 WHEREAS, pursuant to Resolution No. 25-365, the City Council authorized a construction contract with PaveCon, Ltd., in the amount of$678,349.66 for the Redbird Street Rehabilitation Project from Green Avenue to Jefferson Drive; and WHEREAS, during the course of project planning and coordination with the Utilities Department, it was determined that the existing sanitary sewer line within the project corridor may require replacement due to unknown field conditions; and WHEREAS, it was anticipated that approximately 650 linear feet of existing sewer line and approximately 10 sewer service taps located between Wignall Avenue and Jefferson Drive required replacement depending on the condition of the existing infrastructure; and WHEREAS, pursuant to Resolution No. 26-127, the City Council approved Amendment No. 1 for a 100-calendar-day extension of the contract time to accommodate potential utility replacement work and associated delays changing the contract completion date to July 20, 2026; and, WHEREAS, on May 7, 2026, City staff completed the punch list and issued a `Substantial Completion' letter to PaveCon, Ltd. On May 19, 2026, PaveCon, Ltd. completed all the items on the punch list; and, WHEREAS, PaveCon, Ltd., of Houston, Texas, has submitted the Certificate of Substantial Completion dated May 7, 2026 and the work to which the Certificate applies has been inspected, authorized, and declared to be complete in accordance with the contract documents and made a part hereof as (Exhibit A); together with the Contractor's Certificate and Release (Exhibit B), the Contractor's Certificate of Warranty (Exhibit C), the Contractor's Certificate of Guarantee (Exhibit D); and the Contractor's Affidavit of Debts Paid(Exhibit E); and, WHEREAS,the retainage for the project is 5% of the work completed and billed, the Release of Retainage has been submitted by PaveCon, Ltd., of Houston, Texas, for the amount of$32,304.75, see (Exhibit F); and, WHEREAS, PaveCon, Ltd., of Houston, Texas, has completed the contracted project to the satisfaction of the City Engineer and the City Engineering staff, see(Exhibit G); and, WHEREAS, approval of PR 24948 and acceptance of the Close Out Documents and Release of Retainage is herein deemed an appropriate action. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: THAT, the City Council hereby authorizes the City Manager to hereby accept the Certificate of Substantial Completion dated May 7, 2026 and the work to which the Certificate applies has been PR 24948 06/01/2026 Page 3 of 4 inspected, authorized, and declared to be complete in accordance with the contract documents and made a part hereof as (Exhibit A); together with the Contractor's Certificate and Release (Exhibit B), the Contractor's Certificate of Warranty(Exhibit C), the Contractor's Certificate of Guarantee (Exhibit D); and the Contractor's Affidavit of Debts Paid(Exhibit E); and, THAT, the City Manager of the City of Port Arthur is hereby authorized to execute on behalf of the City of Port Arthur a Certificate of Acceptance (Exhibit G) for the completion of the Redbird Street Rehabilitation Project from Green Avenue to Jefferson Drive; and, THAT,the Release of Retainage be paid to PaveCon, Ltd., of Houston, Texas, for the amount of $32,304.75 (Exhibit F), Account No. 307-00-000-2050-00-00-000; and, THAT, a copy of the Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of , A.D., 2026, at a of the City Council of the City of Port Arthur, Texas, by the following vote: Ayes:_ Mayor: Councilmembers: Noes: Charlotte M. Moses Mayor ATTEST: Christe Whitley Ned, TRMC City Secretary PR 24948 06/01/2026 Page 4 of 4 APPROVED AS TO FORM: Roxann Pais Cotroneo, Esq. City Attorney APPROVED FOR ADMINISTRATION: G � l n, CPM / City Manager St t,14-a c:e I�GU'-t om Suhail Kanwar, PE, MS, CFM Director of Public Services/City Engineer APPROVED AS TO AVAILABILITY OF FUNDS: yn (Lyn) oswe 1,M , IC A-CM Finance Director e.Ji%) Clifton lilliams, PPB Purchasing Manager EXHIBIT A _ _ _ CERTIFICATE OF SUBSTANTIAL COMPLETION Purchase Order No.: ZS—3 C95 - Project Name: Re A17;\1C! S£ree+ RelaionNal 1 , Contractor: ?ceveevl 1.7r). CA, Description of Work: 5 ee_} $CI G: The work performed under this contract has been reviewed and found to be substantially complete.The date of substantial completion is hereby established as 1147 ) i 202.6, . KNOW ALL MEN BY THESE PRESENTS: 1.) The stage of construction where,in the opinion of the City of Port Arthur,all items of the work necessary to enable the assets to be utilized without restrictions for the purpose for which the asset was constructed have been completed; and 2.) All pay items are complete and all necessary testing as required by the Laws and Regulations and/or Contract Documents have all been completed. Punch List All list of items to be completed or corrected,prepared by the CONTRACTOR and verified and amended by the ENGINEER,is attached hereto.The failure to include any items on such list does not alter the responsibility of the CONTRACTOR to complete all work in accordance with the contract documents.The CONTRACTOR shall complete or correct the work on the list of items attached hereto within in 60 days from the above date of substantial completion.The responsibilities shall be as set out in the Contract Documents or on the attached hereto.If not specified in and an attachment or in the Contract Documents the CONTRACTOR is responsible for maintenance,utilities and insurance. --y � - 57/5lz_GZ CONTRACTOR NAME SIGNATURE DATE RECOMMENDED FOR ACCEPTANCE Hui -To -� V9i4C ENGINEER NAME IGNATURE DATE The City of Port Arthur accepts the work as Substantially Complete.City of Port Arthur,Department of Public Works. /. _ /0 PROJECT MANAGER SGNATURE DATE RODE T • ste 4. Poizeig, CITY ENGINEER SIGNATURE DATE , el,S•w/swr 4//O/Zo 26 . PUBLIC WORKS DIRECTOR SIGNATURE DATE EXHIBIT B CONTRACTOR'S CERTIFICATE AND RELEASE • FROM,- 1-eGbb1 LTD (Name of Contractor) TO: e45 ��}}DC F'vI Av uer (Owner) REFERENCE CONTRACT NO.: 2S-36 5 - CONTRACT ENTERED INTO THE 2i DAY OF AttEsS* BETWEEN THE CITY OF PORT ARTHUR AND f t vecvu, L rQ & OF 2aZ5 - } FOR THE PROJECT � �i r ck $6, :ReNt . KNOW ALL MEN BY THESE PRESENTS: ' " ` 1.) The ders gnedh"ereby certifiesthatthere is due from,and payable by,the'Owner toa the Contractor = +� under the contract and duly approve Change Orders and modification the balance of 2.) The undersigned further certifies that in addition to the amount set forth in Paragraph 1,there are outstanding and unsettled the following items which he claims are just and due and owing by the Owner to the Contractor: a. b.. - c. d.. -- (Itemize claims and amounts due,if none,so state) 3.) The undersigned further certifies that all work required under this contract,including work required under Change Order(s)numbered ,has been performed in accordance with the terms thereof,and that there are no unpaid claims for materials,supplies,or equipment and no claims of laborers or mechanics for unpaid wages arising out of the performance of this contract,and that the wage rates paid by the contractor were in conformity with the contract provisions relating to said wage rates. 4.) Except for the amounts stated under Paragraphs 1 and 2 hereof,the undersigned has received from the Owner all sums of money payable to the undersigned under,or pursuant to,the above-mentioned contract or any modifications or changes thereof. 5.) That in consideration of the payment of the amount stated in Paragraph 1 hereof,the undersigned does hereby release the Owner and Operator from any all claims arising under or by virtue of this contract, except the amount listed in Paragraph 2 hereof due from the owner,provided however,that if any reason the Owner does not pay the full amount stated in Paragraph 1 hereof,said deduction shall not affect the validity of this release,but the amount so deducted shall be automatically included under Paragraph 2 as an amount which the Contractor has not released but will release upon payment thereof.The Contractor further certifies that upon the payment of the amount listed in Paragraph 2 hereof,and of an amount which may be deducted from Paragraph 1 hereof,he will release the Owner and Operator from any and all claims of any nature whatsoever arising out of paid contract modification thereof,and will execute such further releases or assurances of the Owner and Operator may request. 1 _T IN WITNESS WHEREOF,the undersigned has signed and sealed this instrument this • 'Z-1 day of ay ,2026. {SEAL} (Contractor) BY., (Signature) — s11y,l-� /7,1 (Printed Name/Title of Officer) ,being first duly sworn on oath,deposes and says,First,that,he/she is the Ma.u.a.1 w of (Title) (Name of Company) Second,that he/she has read the foregoing certificate by hint/her subscribed as Jta c✓ (?itle) of 2'eco..,L1 (Name of Company) Affiant further states that the matters and things stated herein are true. (Affiant) Subscribed and sworn to before me this 0 t 7. 1 _day of 't lei. 2026:: My commission expires _ 0 xoi� ANNETTE STEPHENS ` 3M! -. J`;� L?<�C,•a-! V—� —1L Notary ID#2579980 ) NOTARY T Ik. December My Commission ,Expires 2026 _.. EXHIBIT C CONTRACTOR'S CERTIFICATE OF WARRANTY FROM: �;+: w,-L1 C. (Name of Contractor) TO: il atv__ <AY-tv:�f (Owner) REFERENCE CONTRACT NO.: Z S 3(9 S CONTRACT ENTERED INTO THE_2G_DAY OF AtAyAS} BETWEEN THE CITY OF PORT ARTHUR AND Pow....L' CO OF 2.a9S FOR THE PROJECT_ ?_,N1oi rct SI. rfZs: 1 KNOW ALL MEN BY THESE PRESENTS: 1.) L cu t.i,LTD. Co, does hereby guarantee all of the work done under the (Name of Contractor) above referenced contract to be free from faulty materials in every particular,and free from improper workmanship,'and against injury from proper and usual wear;and agrees to replace or re-execute without cost to the Owner and Operator such work as may be found to be improper or imperfect,and to make good all damage caused to other work or materials due to such required replacement or re-execution. 2.) This guarantee shall cover a period of one(1)year from the date of acceptance of all work under this contract by Owner,as evidenced by the Contractor's Certificate of Completion. 3.) This=Certificate is given in connection with the final payment under the contract between the Owner and Gcv u,� LTD.('o. ,and with the knowledge that it will be relied upon in (game of Contractor) Making such payment and that such payment would not be made except upon the truth of the matter contained in this affidavit. IN WITNESS�. WHEREOF,the undersigned has signed and sealed this instrument this.- Zt._ -. day of My ,2026. t .n, LTA G.�. {SEAL} (Contractor) SAY 1 ANNETTE'STEPHENS ' BY: ✓ - i1�'c+ Notary ID#2579980 --- sTi4 My Commission Expires (Signature) ',star',start& December 21,2026 ) 1 /i►tSib. tires G h F11.` (Printed Name/Title of fcer) 1-Warranty being first duly sworn on oath,deposes and says,First,that,he/she is the (Afant) lPritie.A*1414 45Ci of g.tikeot,L?V Q,a (Title) (Name of Company) Second,that he/she has read the foregoing certificate by him/her subscribed as `0-A- ,ly ale," (ftle) of' P�rc-c;cw. LIP. (Name of Company) " Affinnt further states that the matters and things stated herein are true, _ (Affiant) Subscribed and sworn to before me this 'Lt day of \+ q _ _ _ 2026. My commission expires ` - ` _ �R'�pv® ANNETTE STEPHENS � i�®� Notary ID#2579980 P NOTARY ����; My Commission Expires '>e F December 21,2026 a ! 2-Warranty ,- _ —_ - = EXHIBIT D CONTRACTOR'S'CER IFICATE OF GUARANTEE FROM-: t e dvc .LTD. Co FOR: _ a�b�ra St.ge.',10. REFERENCE CONTRACT NO_ 25".-361.37 ENTERED INTO THE Ze040.1 DAY OF ,d-lkca ,2025,BETWEEN THE ,CITY OF PORT ARTIUR AND di:ivy LTD Cu. (CONTRACTOR) OF .. goy, It,v;, ' S (CITY/STATE)" FOR: . PeNva St. RG1na�0i I;40A16v� (PROJECT) KNOW ALL MEN BY'1 liiSE PRESENTS: 1, avecov. does hereby guarantee all of the work done under the above referenced contract to be free from faulty materials in every particular, and free improper workmanship, and against injury from proper and usual wear; and agrees to replace or re-execute without cost to the Owner and Operator such work as may be found to be improper or imperfect, and to make good all damage caused to other work or I materials, due to such require replacement or re-execution. 2. This guarantee shall cover a period of one (1)year from the date of acceptance of all work under this Contract,as evidenced by the Engineer's Certificate of Completion. IN WITNESS THEREOF,the undersigned has signed and sealed this instrument this the ZI day of c(,NtP\Ni St.d\I (COMPANYNAME)r LOWNE_ SIGNATUREITITLE) 4171.VN'Fief 1 eAteN (PRINT) . , µ. SUBSCRIBED AND SWORN to before me this 1k day of 1.1 N- 10 My commission expires I ) -11" I (DATE) ScYne ANNETTE STEPHENS ? 1 I ° ��'� Notary ID€#2579980 1 4 �,t�&Y.. My Commission Expires ? - _ e 'f aF4- December 21,2026 (NOTARY PUBLIC) lwarsca N()TARn St AL EXHIBIT E CONTRACTOR'S AFFIDAVIT OF ALL BILLS PAID Project: Redbird St Rehabilitation Location: Port Arthur,Texas Owner: City of Port Arthur County of Jefferson State of Texas The undersigned hereby certifies that, except as listed below, all previous progress payments received on account of the Work, have been applied on account to discharge Contractor's legitimate obligations associated with prior Applications for Payment. Exceptions: NONE ti. Signature:'. �._ _., Prii t y s4e.:n. F are i. Date: 5/1/-zr2C, Sworn to and subscribed to me, a Notary Public,this _ day of. - ;20257 co Y Pv8 - ANNETiE STEPHENS (Notary Public) ! x°��+Lo. Notary ID#2579980 sf,n r. MyDec mbommieri21,2026 Expireson MyCommission Expires: _ A - ► EXHIBIT F C> P c° v O. v' A W n > `t• n -3 1� m o Zrn -- - 3'o 0n .= r- - c x ^m = nZO 3.� O O 13 c -•3 O 'v a rC->Cc..rrl � -3d�Zn - c ,rm.'. 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X e e g e g e g g g o F. o Nc N N L .s N N M.r -, a O = = { pti = N NIC 2 P P v 9 .74 2 - Q y 2 y { N c C .e C -• APPROVAL FOR PAYMENT: By: - Date: 110 (/31)L9 Ro ish Diaz By. Date: L 12D Z( By: ..4.1-&jt.2 V4.nw4.- Date: ‘jt0/ZO 2.4 Suhail Kanwar / l By: Date: / /O` 6 Dr Hani Time,P.E.,Ph.Dn- 1 By: i� iitjA Date: //&I oG G Clifton 7 illiams �• — — —r.- EXHIBIT G ENGINEER'S CERTIFICATE OF COMPLETION Project: RAMO' :gelfae30)fi-ta•Um" Date of Issuance: 5/9/2/4(s Owner(s): City of Port Arthur Owner's Project Number: Z5- fs.5. _ Engineers � 6/iA,1 Contractor: 7&,,,,cc,v+-:. LTD Co. - This Engineer's Certificate of Completion applies to all Work under the Contract Documents or to the following specified parts thereof: To: City of Port Arthur - (OWNER) � )�A 4/1 To �I J�1 F And To: � (ENGINEER) 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 complete in accordance with the Contract Documents on 5 1 q 2oz10 D TE OF COMPLETION Executed by Engineer on � -e2- � �,�