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HomeMy WebLinkAboutPR 18350: AGREEMENT WITH SOUTEX SURVEYORS, DRAINAGE STUDY MEMORANDUM CITY OF PORT ARTHUR DEPT. OF DEVELOPMENT SERVICES TO: John A. Comeaux, P.E., Interim City Manager FROM: Ronald Burton, Director of Development Services DATE: May 28, 2014 RE: Proposed Resolution No. 18350 RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 18350 authorizing the extension of the current contract with Soutex Surveyors and Engineers from May 27, 2014 to September 15, 2014, to continue and complete a Master Drainage Study to maximize • development within a target area of the City of Port Arthur, and at no additional cost to the City. BACKGROUND In Resolution No. 14-1 14, the City entered into a contract with Soutex Surveyors and Engineers for performing a Master Drainage Study consisting of properties bounded by Lake Arthur Drive to the north, U.S. Highway 69/96/287 west, Drainage Main A to the south and the KCS Railway to the east, in the amount not to exceed $25,000.00, beginning on March 10, 2014 and ending May 27, 2014. As stated by Soutex, a contract extension is being requested due to the slow process of retrieving pipeline information from the pipeline companies. Extension of Soutex's contract until September 15, 2014 will allow sufficient time to complete the close-out of the Master Drainage Study. BUDGET/FISCAL EFFECT None, other than to amend the ending date of Purchase Order No. 181893 as noted above. SUMMARY I recommend that the City Council approve Proposed Resolution No. 18350 that would extend Soutex Surveyors and Engineers' professional service contract for a master drainage study from its current ending date of May 27, 2014 to September 15, 2014, at no additional cost to the City. P.R. NO. 18350 05/28/2014-PDL PAGE 1 OF 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF PORT ARTHUR AND SOUTEX SURVEYORS AND ENGINEERS FOR THE EXTENSION OF A CONTRACT FOR THE PURPOSE OF PROVIDING CERTAIN PROFESSIONAL SERVICES RELATED TO PERFORMING A MASTER DRAINAGE STUDY TO MAXIMIZE DEVELOPMENT WITHIN A TARGET AREA OF THE CITY OF PORT ARTHUR, AND AT NO ADDITIONAL COST TO THE CITY. WHEREAS, per Resolution No. 14-114, the City of Port Arthur entered into a professional services contract with Soutex Surveyors and Engineers of Port Arthur, Texas, for the purpose of performing a Master Drainage Study to maximize development potential within a target area of the City of Port Arthur, said contract being for an amount not-to-exceed $25,000.00, and with a starting date of March 10, 2014 and an ending date of May 27, 2014; and, WHEREAS, as a result of the process of retrieving pipeline information from various pipeline companies, as stated in a letter dated May 13, 2014 to the City (attached as Exhibit "A"), Soutex Surveyors and Engineers has exceeded their contract time even though they continue to provide the necessary professional services for the project; and, WHEREAS, an extension of the contract time for Soutex Surveyors and Engineers is necessary to allow them to provide the necessary professional services for the project; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute, on behalf of the City of Port Arthur, the Contract Extension Agreement (attached as Exhibit "B") to the contract between the City of Port Arthur and Soutex Surveyors and Engineers, which would extend the ending date of the contract to September 15, 2014; and, P.R. NO. 18350 05/28/2014-PDL PAGE 2 OF 5 THAT, there will be no additional cost to the City for this contract as a result of the time extension to September 15, 2014; and, 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 , 2014 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: Noes: Deloris "Bobbie" Prince Mayor ATTEST: Sherri Bellard City Secretary P.R. NO. 18350 05/28/2014-PDL PAGE 3 OF 5 APPROVED AS TO FORM: Valecia "Val" Tizio City Attorney APPROVED FOR ADMINISTRATION: • • .41A Alt John A. Comeaux, P.E. Shawna Tubbs, CPPO, CPPB City Manager (Interim) Purchasing Manager thillr4\ Leslie E. McMahen, P.E. Ronald "Ron" Burto Interim City Engineer Director of Development Services APPROVED AS TO AVAILABILITY OF FUNDS: Alt Deborah Echols Director of Finance P.R. NO. 18350 05/28/2014- PDL PAGE 4 OF 5 EXHIBIT "A" soma. TBPE Firm No. 5755 TBPLS Firm No. 10123800 3737 Doctors Drive 5 1-10 Port Arthur, TX 77642 (409) 983.2004 SURVEYORS & �EERS Office Fax (409) 983.2005 May 13, 2014 Ms. Shawna Tubbs, CPPO, CPPB Purchasing Manager City of Port Arthur P.O. Box 1089 Port Arthur, Texas 77640 Dear Ms. Tubbs: Soutex Surveyors& Engineers requests that our contract regarding the Master Drainage Study be extended to September 15, 2014. Our original contract is noted as Resolution No. 14-114, and the original contract termination date is set for May 27, 2014. We are requesting the contract be extended due to the slow process of retrieving pipeline information from the pipeline companies. We hope that this request will be granted and we can complete the contract. There will be not request for changes in our fees for this project. Respectfully Submitted, ntho ■ . eg- ice Pres' n P.R. NO. 18350 05/28/2014-PDL PAGE 4 OF 5 EXHIBIT"B" CONTRACT EXTENSION FOR PERFORMING A MASTER DRAINAGE STUDY TO MAXIMIZE DEVELOPMENT POTENTIAL WITHIN A TARGET AREA OF THE CITY OF PORT ARTHUR THIS AGREEMENT, made this day of , 2014, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "City", and Soutex Surveyors and Engineers, a corporation herein acting by and through Anthony Leger, RPLS, Vice President, hereinafter called "Contractor." WITNESSETH: That for and in consideration of the payment, terms, conditions, and agreements set forth herein, City and Contractor agree as follows: 1. Pursuant to Resolution 14-114, the City and Contractor entered into a contract for certain professional services which began on March 10, 2014 and ended on May 27, 2014. 2. The City and Contractor agree to extend the contract until September 15, 2014 to allow Soutex to complete the necessary professional services required for performing a master drainage study to maximize development within a target area of the City of Port Arthur, and at no additional cost to the City. 3. This Agreement shall be binding upon all parties hereto and their successors and assigns. 4. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original, on the date first written above. CITY CONTRACTOR City of Port Arthur, Texas Soutex Surveyors and Engineers By: By: John A. Comeaux, P.E. Anthony Leger, RPLS Interim City Manager Vice President