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Home My WebLink AboutPR 18116: AMENDMENT NUMBER 1 FOR COMMUNITY DEVELOPMENT FUNDS Interoffice MEMORANDUM TO: Floyd T. Johnson, City Manager FROM: John A. Comeaux P. E., Assistant City Manager /Operations DATE: December 23, 2013 SUBJECT: P. R. 18116 — Contract Amendment (GLO Contract No. 13- 339 - 000 -7653) RECOMMENDATION: I recommend that the City Council approve Proposed Resolution Number 18116. This Resolution approves entering into a budget contract amendment (GLO Contract Number 13- 339- 000 -7653) 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 $ 2,579,788 Street Improvements $ 2,304,201 Flood and Drainage Facilities $ 2,810,927 Clearance/Demolition Activities $ 1,415,000 Engineering/Architectural Services $ 948,890 Project Delivery $ 207,971 Environmental $ 35,000 Total $10,301,777 Amended Budget: . Water Facilities $ 2,579,788 Street Improvements $ 2,304,201 Flood and Drainage Facilities $ 2,810,927 Clearance/Demolition Activities $ 1,279,700 Engineering/Architectural Services $ 1,084,190 Project Delivery $ 198,971 Environmental $ 44,000 Total $10,301,777 Clearance/Demolition budget was decreased by $135,300 and reallocated to Engineering/Architectural Services to cover the expenses related to completing Phase 1 Environmental Site Assessment(s). The Project Delivery budget was decreased by $9,000 to cover additional Environmental expenses. 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 18116 that approves amending the contract with the Texas General Land Office for Community Development Block Grant Disaster Recovery Supplement Grant Round 2.2. P.R. No. 18116 12/23/2013 JOHN COMEAUX RESOLUTION NO. A RESOLUTION AUTHORIZING THE SUBMISSION OF CONTRACT AMENDMENT #1 FOR THE COMMUNITY DEVELOPMENT FUNDS CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND THE TEXAS GENERAL LAND OFFICE CONTRACT NUMBER 13- 339 - 000 -7653 (HURRICANE IKE RECOVERY ROUND 2.2). WHEREAS, per Resolution Number 13 -269, 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 ". 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, in substantially the same form as attached as Exhibit "A ". 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 , COUNCILMEMBERS: , NOES: Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: T (v al T' eno ity Attorne -6e. 1 2 APPROVED FOR ADMINISTRATION: Floyd T. Johnson City Manager APPROVED FOR AVAILABILITY OF FUNDS: f, � /4�/ De . orah Echols Director of Finance EXHIBIT A The Original Contract Budget: Water Facilities $ 2,579,788 Street Improvements $ 2,304,201 Flood and Drainage Facilities $ 2,810,927 Clearance/Demolition Activities $ 1,415,000 Engineering/Architectural Services $ 948,890 Project Delivery $ 207,971 Environmental $ 35,000 Total $10,301,777 Amended Budget: Water Facilities $ 2,579,788 Street Improvements $ 2,304,201 Flood and Drainage Facilities $ 2,810,927 Clearance/Demolition Activities $ 1,279,700 Engineering/Architectural Services $ 1,084,190 Project Delivery $ 198,971 Environmental $ 44,000 Total $10,301,777 Clearance/Demolition budget was decreased by $135,300 and reallocated to Engineering/Architectural Services to cover the expenses related to completing a Phase 1 Environmental Site Assessment(s). The Project Delivery budget was decreased by $9,000 to cover additional Environmental expenses. ARCENEAUX & GATES ARCENEAUX Consulting Engineers, Inc. GATES A Burrow Global Company Engineers • Surveyors • Planners November 6, 2013 Tina Lewis Traylor & Associates, Inc. 201 Cambridge Rd Tyler, TX 75703 RE: PROPOSAL FOR ADDITIONAL ENGINEERING SERVICES DEMOLITION Dear Ms. Lewis, The Engineering services for the Phase 1 Environmental Services for the Demolition Projects will include coordination of the Phase 1 Environmental Site Assessment with a Sub Consultant and delivery to the Texas General Land Office Representative. We propose a scope of services as described below. SCOPE OF WORK 1. Soliciting a proposal for services from an approved environmental site assessment firm. 2. Contracting services for environmental assessment with firm. 3. Coordination of finding with Texas General Land Office Representatives and other related environmental firm. PROJECT SCHEDULE AND PROFESSIONAL FEE Base upon our current workload, we can begin work within one ( I) week with your authorization to proceed and should be complete all services in approximately five (5) weeks. We propose to be compensated on the basis of a lump sum of $12,300.00 for our services. Please contact me to discuss any questions or concerns. Very truly yours, ARCENEAUX & GATES CONSULTING ENGINEERS, INC., A Burrow Global Company TEXAS REGISTERED ENGINEERING FIRM F -30 Joe M./son, Jr., PE Vice P esident 2901 Turtle Creek Dr., Suite 320 Port Arthur, TX 77642 Phone: 409/724 -7888 Fax: 409/724 -1447 RPS 4180 Delaware Street, Ste 402, Beaumont, Texas 77706, USA T +1 409 838 4400 F +1 409 838 9056 W www.rpsgroup.com November 7, 2013 Joe M. Wilson, Jr., PE Vice President Arceneaux & Gates 3501 Turtle Creek Drive, Suite 102 Port Arthur, Texas 77642 Re: Proposal for Phase I Environmental Site Assessments of Properties in Port Arthur, Texas in Support of Clearance and Demolition Activities Dear Mr. Wilson: RPS appreciates the opportunity to submit this scope of work and cost estimate to conduct a Phase I Environmental Site Assessment (ESA) for the referenced properties. It is my understanding that the referenced properties are slated for clearance and demolition. Based on our review of the Jefferson County Appraisal District records for the 22 locations provided to RPS, the properties are primarily commercial except for one vacant residential property and a former Port Arthur Water Treatment Plant. Although listed as three separate locations, three addresses (424, 428 and 436 E. Procter Street) are located within a single building. To the best of our knowledge, the property locations are as shown in Attachment A to this letter. The actual location of two addresses (5359 Dowling Road and 7700 Highway 87) could not be determined from the appraisal district descriptions and online mapping services. The ESA will be performed to identify, to the extent feasible, "recognized environmental conditions" as defined in the American Society for Testing and Materials (ASTM) Standard E 1527 -05, entitled Standard Practice for Environmental Site Assessments: Phase I Site Assessment Process. Recognized environmental conditions are defined as the presence or likely presence of hazardous substances or petroleum products on the property under conditions that indicate an existing release, a past release, or a material threat of a release of the materials onto the ground, or into the groundwater or surface water of the property. The ASTM Standard E 1527 -05 will be used as the guide for conducting all appropriate inquiry (AAI) into the previous ownership and uses of the property consistent with good commercial or customary practice" as defined at 42 U.S.C. 9601(35)(B). Use of this standard allows a user to satisfy one of the requirements to qualify for the innocent landowner, contiguous property owner, or bona fide prospective purchaser limitations on Comprehensive Environmental Response, Compensation and Liability Act (CERCLA) liability. The ESA will also include Controlled Substances as applicable to EPA Brownfields grants. RPS is aware of the pending revision to the ASTM Standard regarding Phase 1 ESAs. As proposed, ASTM E 1527 -13 will require an evaluation of potential impacts to the subject properties from vapor migration in addition to contaminated groundwater migration. The revised standard will also likely include the need for a regulatory agency file review when warranted. With an expected effective date of November 13, 2013, RPS will incorporate those areas of the revised standard that are deemed applicable to the subject properties. United States 1 Canada 1 Brazil 1 UK 1 Ireland 1 Netherlands Australia Asia Pacific 1 Russia 1 Middle East 1 Africa RPS Joe M. Wilson, Jr., PE Arceneaux & Gates November 7, 2013 Page 2 The purpose of the ESA is to identify recognized environmental conditions associated with the current and former uses of the subject properties and the current condition of the subject and adjacent properties. In accordance with the ASTM standard and AAI requirements, the Phase I ESA will include, at a minimum: (1) review of environmental regulatory database records for the property and surrounding properties from federal, state and local environmental databases, (2) review of historical aerial photographs and topographic maps, (3) an environmental lien and activity and use limitations (AULs) search on each of the properties, (4) a site reconnaissance, (5) interviews with current property owners or persons knowledgeable about the site history, and regulators (if needed), and (6) preparation of a report(s). The estimated cost to perform this work is $123,000. The cost estimate is based on the following assumptions: • No environmental media samples (soil, groundwater, building materials, etc.) will be collected during the site reconnaissance. • The ESA will not address potential environmental constraints that may apply to future development and /or use of the property (for instance, development within regulated wetlands or similar environmentally sensitive areas or identifications of endangered species). • No historical chain -of -title search to identify past property owners will be conducted on the properties. However, past owners indicated in on -line appraisal district records will be identified in the report. • All property locations will be confirmed prior to ordering the environmental database search. • The site reconnaissance will take 1 /2 day for each property. All site visits will be completed within a 3 day period. • Property owners or persons familiar with the site history will be available for interviews regarding the site history and past occupants of the commercial buildings. • Access is granted to the properties and all buildings. • The User Questionnaire required by ASTM E1327 -05 will be completed by Arceneaux & Gates for all properties. RPS utilizes Environmental Data Resources, Inc. (EDR) to provide the environmental database and historical records search results. To reduce costs, RPS will combine multiple properties into a single EDR database search (with an expanded search radius) based on their proximity to each other. This approach also reduces the effort for reviewing environmental database search results for individual properties that lie within overlapping ASTM search radii. The environmental lien search of one property is included within the cost of the environmental database search that encompasses multiple properties. EDR may charge for each additional environmental lien search of the remaining properties. The additional charges are included in this estimate. RPS Joe M. Wilson, Jr., PE Arceneaux & Gates November 7, 2013 Page 3 RPS will conduct this work on a time and materials basis. The final Phase I ESA report(s) can be submitted to you approximately 4 to 5 weeks from authorization to proceed. This time frame is dependent on third -party professionals required to conduct the environmental hen searches and the time needed to coordinate and gain access for the site reconnaissance of the properties. If there are any questions about this scope of work or cost estimate, please call me at 409.838.4400. Sincerely, RPS 4 Chip Volz Senior Consultant CV /msk cc: Mark Katterjohn, RPS — Austin