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Home My WebLink AboutPR 18510: SOUTEX SURVEYORS AND ENGINEERS, SHREVEPORT AVENUE DRAINGAGE PROJECT MEMORANDUM CITY OF PORT ARTHUR PUBLIC WORKS - ENGINEERING DIVISION TO: John A. Comeaux, P.E., Interim City Manager FROM: Leslie E. McMahen, P.E., Engineering/Public Works Consultant� � DATE: September 8, 2014 RE: Proposed Resolution No. 18510 RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 18510 authorizing the extension of the current engineering services contract with Soutex Surveyors and Engineers for the Shreveport Avenue Drainage project from October 10, 2014, to February 27, 2015, to continue and complete the engineering and construction management services for the project, and at no additional cost to the City. BACKGROUND In Resolution No. 13-530 dated November 12, 2013, the City entered into a contract with Soutex Surveyors and Engineers for engineering and construction management services for the repairs to the drainage system on Shreveport Avenue between Procter Street and 5th Street, said contract being in the amount not-to-exceed $16,200.00. Because no work was started on the services until the Interim City Engineer was hired in early February, 2014, the contract was extended to October 10, 2014 by Resolution No. 14-169 dated April 15, 2014, and at no additional cost to the City. Field work and design work began thereafter, and along with establishing the funding source and account number for the project, the project was not released for bids until July 20, 2014 and bids were received on July 31, 2014, and the contract for construction was awarded by City Council on September 2, 2014. Soutex Surveyors and Engineers has requested by letter an extension of their engineering services contract until February 27, 2015, to allow sufficient time for processing the construction contract documents, starting and completing construction, and completing all requirements to accept and close out the construction contract. The Public Works staff concurs with this request which will be at no additional cost to the City. BUDGET/FISCAL EFFECT None, other than to amend the ending date of the Purchase Order for this project. SUMMARY I recommend that the City Council approve Proposed Resolution No. 18510 that would extend Soutex Surveyors and Engineers' engineering services contract for the Shreveport Avenue Drainage project from its current ending date of October 10, 2014 to February 27, 2015, and at no additional cost to the City. P. R. No. 18510 09/8/141em Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING A REQUESTED TIME EXTENSION TO THE ENGINEERING SERVICES CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND SOUTEX SURVEYORS AND ENGINEERS OF PORT ARTHUR, TEXAS, FOR THE SHREVEPORT AVENUE DRAINAGE PROJECT BETWEEN PROCTER STREET AND 5TH STREET, SAID TIME EXTENSION BEING UNTIL FEBRUARY 27, 2015, AND AT NO ADDITIONAL COST TO THE CITY. WHEREAS, per Resolution No. 13-530 dated November 12, 2013, the City entered into an engineering services contract with Soutex Surveyors and Engineers of Port Arthur, Texas, for the Shreveport Avenue Drainage project between Procter Street and 5th Street, with a not-to- exceed cost of$16,200.00; and, WHEREAS, due to the resignation of the Director of Public Works at that time, work on the contract did not begin until early February, 2014, so the contract was extended to October 10, 2014 by Resolution No. 14-169 dated April 15, 2014, and at no additional cost to the City; and, WHEREAS, due to field work and design work for the project not beginning until after Resolution No. 14-169 was passed and establishment of the funding source and the account number for the construction project thereafter, the project was not released for bids until July 20, 2014 and bids were received on July 31, 2014, and the construction contract was awarded by City Council on September 2, 2014; and, WHEREAS, Soutex Surveyors and Engineers has by letter, attached as Exhibit "A", requested that their contract time be extended to February 27, 2015, at no additional cost to the City, and the Public Works staff concurs, to allow time for processing the construction contract documents, starting and completing construction, and completing all requirements to accept and close out the construction project; P. R. No. 18510 09/8/141em Page 2 of 3 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Council hereby authorizes a requested time extension to the engineering services contract between the City and Soutex Surveyors and Engineers for the Shreveport Avenue Drainage project between Procter Street and 5th Street, to a new ending date of February 27, 2015 to allow time for processing the construction contract documents, starting and completing construction, and completing all requirements to accept and close out the construction contract, and at no additional cost to the City; 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 Prince Mayor P. R. No. 18510 09/8/14 lem Page 3 of 3 ATTEST: APPROVED AS TO FORM: __ Sherri Bellard Valecia Tizeno City Secretary City Attorney APPROVED FOR ADMINISTRATION: eA John A. Comeaux P.E. Shawna Tubbs, CPPO, CPPB Interim City Manager Purchasing Manager P.E. Susan J. McDermott, P.E. Leslie E. McMahen, P.E. Director of Public Works/City Engineer Engineering/Public Works Consultant Exhibit "A" P.R. No. 18510 September 4,2014 P TBPE Firm No. 5755 ,,. " TBPLS Firm No. 10123800 3737 Doctors Drive ri �. p t t a �, Port Arthur,TX 77642 —_ ((�� Office (409) 983.2004 --><R i k(j?t T S Fax (409) 983.2005 August 26, 2014 Ms. Susan McDerrr. City of Port Arthur PO Box 1089 Port Arthur, Texas 77640 Dear Ms. McDermott: Soutex Surveyors&Engineers requests that our contract involving the repair of a 66"RCP storm sewer on Shreveport Avenue be extended through February 27, 2015. Our original contract is noted as Resolution 13-530 and a previously awarded extension was noted as Resolution 14-169. We request that the contract be extended to allow for construction time and the closeout of the contract. We hope that this request will be granted and we can complete the contract. There will be no request for changes in our fees for this project. Respectfully submitted, Cc----NC"---------- JIIIIPP�w•. Anthony 1 . Leger, Vice President c. Les McMahon Rawetts Baaheth Exhibit "A" P.R. No. 18510 September 4, 2014 TBPE Firm No.5755 ';_= TBPLS Firm No.10123800 3737 Doctors Drive G A i Port Arthur;71X 77642 4. Office(400 983.2004 J U l\Y L 1 ORS&E G1NEL1 S Fax(409)983.2005 August 26, 2014 Ms. Susan McDermott City of Port Arthur PO Box 1089 Port Arthur, Texas 77640 Dear Ms. McDermott: Soutex Surveyors&Engineers requests that our contract involving the repair of a 66"RCP storm sewer on Shreveport Avenue be extended through February 27, 2015. Our original contract is noted as Resolution 13-530 and a previously awarded extension was noted as Resolution 14-169. We request that the contract be extended to allow for construction time and the closeout of the contract. We hope that this request will be granted and we can complete the contract. There will be no request for changes in our fees for this project. Respectfully submitted, -.w`°"• Anthony . . Leger, Vice President c. Les McMahon Rawetts Baaheth