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Home My WebLink AboutPR 18115: CONTRACT AMENDMENT NUMBER 2 FOR HURRICANE IKE CONTRACT 2.1 Interoffice MEMORANDUM TO: Floyd T. Johnson, City Manager FROM: John A. Comeaux P. E., Assistant City Manager /Operations DATE: January 9, 2014 SUBJECT: P. R. 18115 — Contract Amendment (GLO Contract Number 12- 449 - 000 -6539) RECOMMENDATION: I recommend that the City Council approve Proposed Resolution Number 18115. This Resolution approves entering into a budget contract amendment (GLO Contract Number 12- 12- 449 - 000 -6539) with the Texas General Land Office (GLO). BACKGROUND: The Texas General Land Office (GLO) has been designated by Governor Rick Perry as the lead agency to administer the disaster recovery funding provided by the U. S. Department of Housing and Urban Development (HUD) for recovery from damages sustained as a result of Hurricanes Ike and Dolly. The State of Texas received two (2) separate allocations of Community Development Block Grants (CDBG) from HUD totaling $3.1 billion for Hurricanes Dolly and Ike. The distribution occurs in three main phases: Round 1, Round 2.1, and Round 2.2. The Original Contract Budget: Water Facilities $ 5,067,416 Sewer Facilities $ 1,000,000 Street Improvement $ 545,085 Flood and Drainage Facilities $ 6,118,509 Engineering/Architectural Services (Local) $ 66,425 Engineering/Architectural Services (ENG) $ 1,599,305 Planning/Project Delivery (Local) $ 156,000 Planning/Project Delivery (GA) $ 120,000 $14,672,740 Revised Contract Budget: Water Facilities $ 4,974,911 Sewer Facilities $ 780,479 Street Improvement $ 599,593 Flood and Drainage Facilities $ 6,376,027 Engineering/Architectural Services (Local) $ 66,425 Engineering/Architectural Services (ENG) $ 1,599,305 Planning/Project Delivery (Local) $ 156,000 Planning/Project Delivery (GA) $ 120,000 $14,672,740 • Prior contract amendment was approved by the following resolution: 13 -270 BUDGETARY/FISCAL IMPACT: The 2008 Texas Community Development Block Grant Disaster Recovery Supplement Grant is the funding source. STAFFING/EMPLOYEE EFFECT: Funding will not have an effect on staffing level. SUMMARY: I recommend that the City Council adopt Proposed Resolution Number 18115 that approves amending the contract with the Texas General Land Office for Community Development Block Gant Disaster Recovery Supplement Grant Round 2.1. P. R. 18115 01/09/14 John Comeaux RESOLUTION NUMBER A RESOLUTION AUTHORIZING THE SUBMISSION OF CONTRACT AMENDMENT NUMBER 2 FOR THE HURRICANE IKE DISASTER CONTRACT 2.1 BETWEEN THE CITY OF PORT ARTHUR AND THE TEXAS GENERAL LAND OFFICE CONTRACT NUMBER 12 -449- 000 -6539 WHEREAS, per Resolution Number 12 -369, the City of Port Arthur entered into a contract with the Texas General Land Office (GLO) for infrastructure recovery efforts due to damages resulting from Hurricane Ike; and, WHEREAS, the City of Port Arthur requests to amend its contract budgets with the Texas General Land Office; as delineated in Exhibit "A" that includes cancelling the Imhoff Avenue and Williams Avenue drainage projects and re- allocating the total budget amount of $870,261 to the following: Stilwell Boulevard ($40,932), 5 Street ($148,129), 14 Street ($243,855), 10 Street ($54,508), 9 Street ($26,142) and 18 Street ($356,695) projects. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Council authorizes the contract amendment request to be submitted to the Texas General Land Office. THAT a copy of the caption of this Resolution be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED this day of January, A.D., 2014 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: MAYOR NOES: MAYOR ATTEST: SHERRI BELLARD CITY SECRETARY APPROVED FOR FORM: VAL I " ENO 'AT . ' Y O Ij• 6t h APPROVED FOR ADMINISTRATION: FLOYD T. JOHNSON CITY MANAGER APPROVED FOR AVAILABILITY OF FUNDS: 1 _ i : DEBORAH ECHOLS DIRECTOR OF FINANCE Exhibit "A" • • • 0 • G") 2 ;zm z 'a n • c e cu 00 lD O A cr, O cD 0 r Oo z y T s s r 2 � f0 C O 0 N to 1D - 0) 0) < - p 5 . ,-I. 7ri (0 (0 c C (0 rr - o ,-, r .- Co W (0 Q < fD to D 0 ' v) . = 3 v 3 r0 T r0 CD o •+ = 3 v) 3 rM i/} 1• i/T i/} i/? t/1• t!? t/). t/). in. t/? 0 I- NJ p I--. I--. M. I- t.n W N ul W `..J . I U1 W A O N W O j I-% 01 I--+ U'1 N A C 00 O 0 W 0 - I- O l0 l0 In ••.1 0 lD 0 �I U'1 W b A lA N O in ' CO O U 0 O , J ' I- c I- 41 Ql lip U1 00 00 NJ N 0 fl CT) C1 O l0 W 00 N U1 W N) N 0 0 CT) O OA O 0 b b b b b b b b b b b r+ 0 O O O O O O O O O O O C in. in in in. in. in in. in in t/? t/f t/T CL V N �n I-1 UJ Ul 11 W ---.1 U'1 A W A v NJ N N I- V 1-- U1 N A CT) 00 0 00 UJ 1-- W 0 (.0 lD U'1 V O l0 O V N < n 0 A ID N - co b U'1 CO W A ,I Q l v r t l0 Ql LC) U1 00 00 N N �I U1 Ol O U'1 W 00 N Ul W N) N l0 0 1--' O *co b b b b b b b b b b u' 0 0 O O O O O O O O O 0 O th VI. t/T z 0 m rt 00 u, o W C = ` 0 V' Q 0 OA NJ (0 o. E * r• Q1 (0 �" ~' W 00 Q C co b b i/} ill- i/). 'VI V). t/). to 7 S CO n a) O� Q� A w 0o O N O N Q l I- U'I 00 lD F-� lD c 0 U1 NJ UJ C1 * N U1 NJ 00 U1 lD NJ r D 0 o 0 00 b 0 0 0 0 0 0 el. c °-' - V). t/* t/1 t/* 'l/* ih t/? t/>• 1J t/' D r 3 3 N fD �� N N < n v w ID .J u, V U1 A .1 1.0 l0 W 0) ( .0 () I-, W U1 l0 I- NJ U1 00 V N I-. c Q. I-' r+ o U1 l0 I- ,...0. Oo O O A N 00 N > 3 0 N N in A U ID N A lD l D V in v W O lD lD lip W U 1 ui V N o o CT 0 O 0 A U.) 00 I- A VD 1- 0 N N C O b b b b b b b b b in N o = 0 o O O O O O O O c o* w ARCENEAUX & GATES ARCENEAUX Consulting Engineers, Inc. & J 9� , GATES _ A Burrow Global Company Engineers • Surveyors • Planners November 22, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 Imhoff Flood and Drainage Facilities GLO Contract No. 12- 305 -025 Amendment Justification Letter The budget for Project #1 Sabine Pass Water Improvements, Project # 2 Waste Water Improvements, Project #3 Stilwell Boulevard, Project #4 5th Street, Project # 5 14 Street, Project #6 10 Street Improvements, Project #7 9 Street, Project #10 18 Street have been increased due to the escalation of prices that we have experienced on recently publicly bid projects that are of similar nature. Project #8 Imhoff Flood and Drainage Facilities have been removed to cover the estimated extra cost of this project. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 Joe Wilson, , PE Vice Pres'. - t 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 EB ARCENEAUX & GATES ARCENEAUX Consulting Engineers, & J Inc. 9 GATES A Burrow Global Company Engineers • Surveyors • Planners November 22, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 Williams Flood and Drainage Facilities GLO Contract No. 12- 305 -025 Amendment Justification Letter The budget for Project #1 Sabine Pass Water Improvements, Project # 2 Waste Water Improvements, Project #3 Stilwell Boulevard, Project #4 5 Street, Project # 5 14 Street, Project #6 10 Street Improvements, Project #7 9 Street, Project #10 18 Street have been increased due to the escalation of prices that we have experienced on recently publicly bid projects that are of similar nature. Project #9 Williams Flood and Drainage Facilities have been removed to cover the estimated extra cost of this project. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 Joe Wilson, Jr., P7 Vice President 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 ED - ARCENEAUX & GATES ARCENEAUX Consulting Engineers, Inc. GATES A Burrow Global Company Engineers • Surveyors • Planners November 19, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 18t Street Flood and Drainage Facilities GLO Contract No. 12- 305 -025 Amendment Justification Letter The Table 2 for Project # 10 originally submitted for the project was based on estimated quantities and unit prices. Upon completion of the design of the project there were several line item quantities that needed to be adjusted, new line items added and unit prices adjusted in order to complete this project. Project #8 Imhoff Flood and Drainage Facilities and Project # 9 Williams Flood and Drainage Facilities have been removed to cover the estimated extra cost of this project. The adjustment to the line item quantities were necessary for the completion of the job now that the final design has been completed. The adjustment of unit prices is due to the price escalation since the original Table 2 was created. These unit prices are based upon prices we have received on similar publicly bid projects in past few months. The new line items are items that are needed to complete the project that were unknown at the time of the original Table 2. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 - Keestan X. Cole, PE Project Manager 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 0 ARCENEAUX ARCENEAUX & GATES & Consulting Engineers, Inc. GATES CONSULTING Engineers • Surveyors • Planners ENGINEERS, INC. November 19, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 Port Acres Wastewater Treatment Plant — Centrifuge Installation GLO Contract No. 12- 305 -025 Amendment Justification Letter Dear Mrs. Ballou: The original performance statement for the referenced project specified "purchase and install two (2) new Package Centrifuges, associated appurtenances, and perform site work associated with construction at the Port Acres Waste Water Treatment Plant (WWTP) and the Main Waste Water Treatment Plant." Since the development of the budget allocated to this project, cost of the centrifuge equipment has escalated above the budgeted amount for the project. Based on the current costs, the City of Port Arthur has re- evaluated the needs of both treatment plants and feels that the greatest need is at the Port Acres WWTP, which we agree. Therefore, the amendment requested is to eliminate the centrifuge installation at the Main WWTP. If you have any questions or need further information, please feel free to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC. A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 .' C ID Paul M. White, P.E. Project Manger 3501 Turtle Creek Dr., Suite 102 Port Arthur, TX 77642 Ph: 409/724 -7888 Fx: 409/724 -1447 ARCENEAUX & GATES ARCENEAUX Consulting Engineers, & g Inc. 5 GATES J A Burrow Global Company Engineers • Surveyors • Planners November 21, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 10 Street Improvements GLO Contract No. 12- 305 -025 Amendment Justification Letter The budget for Project #6 10 Street Improvements has been increased due to the escalation of prices that we have experienced on recently publicly bid projects that are of similar nature. Project #8 Imhoff Flood and Drainage Facilities and Project # 9 Williams Flood and Drainage Facilities have been removed to cover the estimated extra cost of this project. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 Joe Wilson, / Vice Presi •; 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 3 _ , ARCENEAUX & GATES ARCENEAUX & Consulting Engineers, Inc. GATES A Burrow Global Company Engineers • Surveyors • Planners November 21, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 9th Street Flood and Drainage Facilities GLO Contract No. 12- 305 -025 Amendment Justification Letter The budget for Project #7 9 Street Flood and Draining facilities has been increased due to the escalation of prices that we have experienced on recently publicly bid projects that are of similar nature. Project #8 Imhoff Flood and Drainage Facilities and Project # 9 Williams Flood and Drainage Facilities have been removed to cover the estimated extra cost of this project. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 I N Joe Wilso , 'E Vice Presi • - 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 0 ARCENEAUX & GATES ARCENEAUX Consulting Engineers, & 5 Inc. 5 GATES A Burrow Global Company Engineers • Surveyors • Planners November 19, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 Stillwell Boulevard Flood and Drainage Facilities GLO Contract No. 12- 305 -025 Amendment Justification Letter The budget for Project #3 Stillwell Boulevard Flood and Draining facilities has been increased due to the escalation of prices that we have experienced on recently publicly bid projects that are of similar nature. Project #8 Imhoff Flood and Drainage Facilities and Project # 9 Williams Flood and Drainage Facilities have been removed to cover the estimated extra cost of this project. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 eestan X. Cole, PE Project Manager 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 ED ARCENEAUX & GATES ARCENEAUX Consulting Engineers, Inc. & 9 J GATES A Burrow Global Company Engineers • Surveyors • Planners November 20, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 5 Street Drainage GLO Contract No. 12- 305 -025 Justification Letter of Budget Increase In November of 2011, an estimated budget was set for the 5 Street Drainage project. We believe this original budget will be insufficient due to the inflation of material costs and changes in anticipated quantities of the bid items for construction of the project. This requires us to request an increase in the overall budget to satisfy the cost inflation and change in quantities for construction of the project. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 II Ai Corey *Id R ury, PE Projec anager 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 e ARCENEAUX & GATES ARCENEAUX & Consulting Engineers, Inc. GATES f A Burrow Global Company Engineers • Surveyors • Planners November 20, 2013 RE: City of Port Arthur 2012 Hurricane Ike / Dolly Recovery — Round 2.1 14 Street Drainage GLO Contract No. 12- 305 -025 Justification Letter of Budget Increase On November 13, 2013, bids for the 14 Street Drainage project were accepted and read aloud for consideration. The original budget established in November of 2011 has proven to be insufficient due to an inflation of material costs and an inaccurate anticipation of quantities. The original budget is less than the lowest bid for the project causing a discrepancy in amounts. This discrepancy requires us to request an increase in the overall budget to satisfy the lowest bid for construction of the project. If you have any questions or need further information, please don't hesitate to contact me. Sincerely, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A BURROW GLOBAL COMPANY REGISTERED ENGINEERING FIRM F- 30 Corey Olkbur , PE Project k • ager 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447