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Home My WebLink AboutPR 18636: AUTHORIZING THE EMERGENCY EXPENDITURE FOR THE REMOVAL OF VEGETATION FROM THE MONTROSE RETENTION POND P. R. 18636 10/7/14 aw PUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO: John A. Comeaux, P. E., Interim City Manager FROM: Allison Walker, P. W. Administrative Assistant DATE: October 8, 2014 SUBJECT: P.R. 18636 COMMENTS RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 18636 authorizing the emergency expenditure for the removal of vegetation from the Montrose Retention Pond to Mcllvain Enterprises, Inc. (MEI) of Winnie, Texas in the not-to-exceed amount of$54,285. BACKGROUND: Due to the high amount of flooding from the rain event that occurred on July 18, 2014, it was determined that the vegetation in the retention pond and the ditches along 50th and 53rd Streets should be removed to prevent this from occurring in the future. The City Manager has previously approved proceeding for this emergency expenditure based on the estimated proposal provided by MEI in the amount of$51,100. As the project was quickly approaching the approved budgeted amount and with a little more than 75% complete with no work performed on the ditches along 50th and 53rd Streets, MEI was released on September 26, 2014, as the projection for completion had increased tremendously. BUDGETARY/FISCAL EFFECT: Funds are available in the Capital Improvement Project Account No. 301-1601-591.84-00, Project No. GO-805. EMPLOYEE/STAFF EFFECT: None. SUMMARY: It is recommended that the City Council approve Proposed Resolution No. 18636 authorizing the emergency expenditure for the removal of vegetation from the Montrose Retention Pond to Mcllvain Enterprises, Inc. (MEI) of Winnie, Texas, in the not-to-exceed amount of$54,285. /aw P. R. 18636 10/7/14 aw RESOLUTION NO. A RESOLUTION AUTHORIZING THE EMERGENCY EXPENDITURE FOR THE REMOVAL OF VEGETATION FROM THE MONTROSE RETENTION POND FROM MCILVAIN ENTERPRISES, INC. OF WINNIE, TEXAS, IN THE NOT-TO- EXCEED AMOUNT OF $54,285.00. PUBLIC WORK'S CAPITAL IMPROVEMENT ACCOUNT NO. 301-1601-591.84-00, PROJECT NO. GO-805. WHEREAS, the vegetation at the Montrose Retention Pond and the ditches along 50th and 53rd Streets were in desperate need of removal due to the extremely high amount of flooding and rain that occurred on July 18, 2014; and, WHEREAS, pursuant to Section 252.022(a)(1) this expenditure is authorized because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality; and, WHEREAS, it is further authorized pursuant to Section 252.022(a)(2) a procurement necessary to preserve or protect the public health or safety of the municipality's residents; and, WHEREAS, an emergency expenditure request for the removal of this vegetation was approved in advance by the City Manager (see Exhibit "A"), who authorized funding and deemed an emergency expenditure in the amount of$51,100 based on an estimate received from Mcllvain Enterprises, Inc. of Winnie, Texas; and, WHEREAS, with only seventy-five percent (75%) of the pond vegetation completely removed and no work performed on the ditches, the amount exceeded the estimate in the amount of$3,185, which resulted in the release of this contractor on September 26, 2014; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct; and, P. R. 18636 10/7/14 aw THAT, in order to protect the citizens of Port Arthur from future potential flooding, the City Council authorizes the emergency expenditure for the removal of vegetation from the Montrose Retention Pond in the not-to-exceed amount of $54,285, which exceeds the original estimate by $3,185; and, THAT, payment is authorized for invoices 3721 and 3728 (attached hereto as Exhibit `B"); and THAT, funding for this expenditure is in the Capital Improvement Projects Account No. 301-1601-591.84-00, Project No. GO-805; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes and the City Council. READ, ADOPTED, AND APPROVED this the day of October, A.D. 2014 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Mayor ATTEST: Sherri Bellard City Secretary P. R. 18636 10/7/14 aw APPROVED AS TO FORM: v/a7,1-, ./ Val Tizeno City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: d') John A. Comeaux, P. E. Deborah Echols, CPA Interim City Manager Director of Finance Sue Polka, P.E. Shawna Tubbs, CPPO Director of Public Works Purchasing Manager P. R. 18636 10/7/14 aw Exhibit "A" MEMORANDUM CITY OF PORT ARTHUR PUBLIC WORKS - ADMINISTRATION DIVISION TO: John A. Comeaux, P. E.,Interim City Manager� FROM: Sue McDermott, P. E., Director of Public Works DATE: August 22, 2014 SUBJECT: Emergency Repairs to the Montrose Retention Pond COMMENTS On July 18, 2014, the City experienced what is considered a "fifty-year" rain fall event. During the first hour of this rain event approximately 6 inches of rain fell within 4 hours. This heavy rain fall caused major flooding throughout the City. • In an effort to prevent this from occurring in the future, the vegetation in the Montrose retention pond and ditches along 50th and 53rd Streets must be cleaned. Mcllvain Enterprises, Inc. (MEI) of Winnie, Texas has provided a quote for this work in the amount of$51,100. Please sign below approving the emergency repairs to the Montrose retention pond and the ditches along som and 53rd Streets. APPROVED: l �--�-y*Q- , `• k• John A. Comeaux,P.E. Interim City Manager cc: Shawna Tubbs, Purchasing Manager /aw . "Remember, we are here to serve the citizens of Port Arthur" -Y66- REQUEST FOR PROPOSAL For Vegetation Removal City of Port Arthur CONFIDENTIAL This document and all information herein is proprietary, confidential, and the property of MclLvain Enterprises, Inc. (MEI) All recipients shall treat all information and data contained as confidential and shall not reproduce or transmit said documents unless in direct relationship with bid preparation. All documents shall be returned or destroyed at MclLvain Enterprises, Inc. (MEI) q-ett_ tag12-a— Oe> 1.0 SITE INFORMATION The location of the Site is Dorsey Pump Station and 50&53`d Drainage Ditches,Port Arthur,Texas Allison Walker City of Port Arthur 201 W.H.O.Mills Blvd. Port Arthur,Texas 77641-1089 Office—409-983-8511 Fax—409-983-8524 2.0 NOTICE AND CONTRACT CORRESPONDENCE Notices and other communications shall be addressed to the following: MCILVAIN ENTERPRISES,INC.(MEI) Attention:LANNY MCILVAN lanny @mcilvainenterprises.com P.O.Box 757(mailing) 2510 McBride Devillier Loop Winnie,Texas 77665 409 296 4531 409 296 3530 Fax 409 673 4301 cell 3.0 INTRODUCTION/GENERAL Except as otherwise expressly provided elsewhere in this proposal,MEI shall supply labor,supervision,equipment, and industry knowledge to remove vegetation with the use of ground base long reach excavator at the 50 and 53rd street drainage ditch and place material alongside ditch.This proposal also covers the removal of vegetation at the Dorsey Street pump station,and the placement of vegetation into city owned trucks to be disposed of at landfill at no cost to MEI for disposal. This price does not include materials. 4.0 SPECIFIC SCOPE OF WORK The Work described generally encompasses the Work to be performed;however,it is in no way definitive of all the detail and tasks with the general Scope of work which must be performed by MEI to fully complete the work and achieve successful results. MEI prides itself on having a large fleet of marsh and wetland based construction equipment in the Texas area. Our investment in the most modern and well-appointed equipment allows us to finish the job on time and on budget and while keeping an on going dedication to the environment and preservation of the marshlands and wetlands,along with utilizing the latest technology. 4.1 Description of Work 1. 50&53`d drainage street Vegetation removal and placement alongside ditch. 2. Dorsey Street pump station Vegetation removal and placement into city owned trucks for disposal at landfill at no cost to MEI for disposal. • 5.0 Estimated Cost 5.1 Labor and Equipment Cost Operator $40.00 per hour Land Based Long Reach Excavator$2,000.00 Per Day Marsh Long Reach Excavator $3,250.00 Per Day Land Based Long Excavator Freight in $600.00 Land Based Long Excavator Freight out $600.00 Marsh Long Reach Excavator Freight in $3,100.00 Marsh Long Reach Excavator Fright out $3,100.00 50& 53rd Street Drainage Ditches 3 Days Dorsey Street Pump Station Pond 10 days 6.0 Total Estimated Cost 6.1 50&53'd Street Ditches $8,400.00— / Dorsey Street Pump Station $42,700.00 W PQG�?7Li-O01 vevetb,", , rzt1 . 0- a 7.1 Our interpretation of work area is below. 4 ,„ yy .. l* r ,, t • f • �ti i • o • Google Earth Pro feed 1000 A meters 500 40, ( 4 • • •■■• t11".• *t. .t•/ • /*/ • C.,c)oole earth Googie Earth Pro feetk _ meters' '200 A MCILVAIN ENTERPRISES, INC. 2014 STANDARD CONDITIONS, TERMS, AND RATES 409 296 4531 PHONE 409 296 3530 FAX MEI 2014 Rates LABOR RATES for TIME & MATERIAL WORK **** HOURLY RATES**** Description STRAIGHT TIME OVERTIME Project Manager $90.00 $135.00 Administrative Clerk $40.00 $60.00 Superintendent $69.50 $104.25 Foreman $45.00 $67.50 Operator $40.00 $60.00 Labor Forman $35.00 $52.50 Skilled Labor $28.00 $42.00 Common Laborer $25.00 $37.50 Sandblaster&Painter $58.00 $87.00 Truck Driver $35.00 $52.50 Welder(certified) $79.00 $118.50 Mechanic $48.00 $72.00 Hydro Test Tech $80.00 $120.00 Office Manager $40.00 $60.00 Time Keeper $36.00 $54.00 Accountant $100.00 $150.00 Cost Analyst $75.00 $112.50 Safety $100.00 $150.00 Surveyor $157.00 $235.50 CAD Tech $100.00 $150.00 Terms and Conditions: 1.An 8 hour minimum will apply to hourly rates 2.4 hour minimum on RAIN OUTS 3. Overtime rates will be charged for all time after 8 hours in each day and for all work on Saturday 4. Double time for Holidays, Sundays, and for all hours worked in excess of 12 hours per day 5. Rates are portal to portal 6. Per Diem and Travel will vary per project and per location 7. Standard Per Diem Per Day Per Person is$ 135.00 8.Stand By rate will be billed at 70%of actual labor and equipment rates 9.Applicable Sales and or Use tax will apply unless valid Direct Pay Certificate or valid Resale Cerificate is provided 10.A 2%discount will be given to companies that provided MEI with a valid DIRECT PAY cerificate 11.A 3%discount will be given to companies that can accept NET 10 day terms 12. Standard terms are NET 30 Rates for Procurement Services All 3rd Party Purchases are cost plus 15% All 3rd Party Equipment Rentals are cost plus 25% All 3rd Party Subcontractors are cost plus 20% \J MEI 2014 Equipment Rates **** HOURLY RATES**** Vehicles 1. 1/2 or 3/4 ton Pickup $18.00 2. 1 ton Truck $22.00 3. F450 Truck $24.00 4. F550 Truck $26.00 5. Welding Rig W/Supplies $45.00 6.4 Wheel ATV $18.00 7. Operator Truck $18.00 8. Heavy Haul Truck $120.00 Dozers Operating Weights HP 1. D6 LGP 45,200 200 $175.00 2. D5 LGP 32,380 130 $157.00 3. D4 LGP 25,000 100 $140.00 Excavators Operating Weights HP 1. Mini Excavator 2k to 11k Varies $70.00 2. Cat 312 33,080 91 $110.00 3. Cat 314 32,600 89 $112.00 4. Cat 316 38,801 113 $115.00 5. Cat 318 41,010 113 $125.00 6. Cat 320 54,450 153 $135.00 7. Cat 320 Long Reach 56,440 153 $228.00 8. Cat 321 51,875 148 $135.00 9. Cat 324 64,990 190 $139.00 10. Cat 324 Long Reach 67,000 190 $248.00 11. Cat 328 87,850 204 $210.00 12. Cat 329 68,958 228 $139.00 13. Cat 329 Long Reach 70,463 228 $268.00 14. Cat 336 86,200 300 $205.00 15. Rubber Tire Backhoe $50.00 16. Rubber Tire Backhoe(extended reach) $65.00 Motorgrader FiatAllis 65-B $150.00 Weights are approximate and may vary MEI reserves the right to offer(or equal for items listed above) 0„....„ ----"10 MEI 2014 Equipment Rates **** HOURLY RATES **** DAILY RATES **** Air Compressors 375 CFM $250.00 185 CFM $145.00 Air Hose 50'Section $15.00 Air Tools 1' Impact $65.00 3/4 Impact $40.00 Hack Saw(blades not included) $85.00 Jack Hammer 90Ibs $60.00 Jack Hammer 60lbs $60.00 Air Hose 50'Section $15.00 Generators 20 KW Diesel $230.00 15 KW Diesel $175.00 8 KW Diesel $125.00 5 KW Diesel $110.00 5 KW Gas $100.00 2500 Watt Gas $70.00 1500 Watt Gas $65.00 Mats 8'x12'x3 ply laminated $25.00 8'x16'x3 ply laminated $30.00 4'x18'x8"Timber mats $33.00 4'x20'x8"Timber mats $34.00 4'x20'x12"Timber mats $44.00 4'x30'x12"Timber mats $46.00 Prices do not include freight. Mats subject to cleaning and repair charges when returned. Miscellaneous Items Cellular Phone $15.00 Flange Spreader $70.00 3/4"Torque Wrench $50.00 Power Equipment Pressure Washer(3,500 PSI)Gas $110.00 Weedeater W/String $65.00 Pumps 3"Gas Centrifugal $65.00 MEI 2014 Equipment Rates **** HOURLY RATES*** DAILY RATES ''*** Pump Hoses 3"x 20' Suction $25.00 3"x 50' Dishcharge $25.00 Sand Blasting 6 Bag pot w/painting rig & 185 CFM compressor $480.00 6 Bag pot w/50' hose $130.00 2 Gallon agitated paint pot w/hose&spray gun $80.00 Sandblasting nozzle $35.00 Air purifier $20.00 Hood w/air feed $35.00 5/16"x 50' hood hose $15.00 Control Hose $25.00 50'Control hose w/remote $25.00 50'Twinline control line $15.00 2"x 25'Air hose $25.00 1 1/2"x 50'Air hose $20.00 1 1/4"x 50' Blast hose $25.00 1"x 50'Air hose $15.00 3/4"x 10'Whip hose $15.00 Saws Portable Band Saw $65.00 Reciprocating Saw $65.00 MEI 2014 Equipment Rates **** HOURLY RATES *** DAILY RATES**** Testing Equipment Filter trailer w/safety equipment&general tools $1,550.00 Hydrotest trailer(complete) $1,500.00 1,000 Gallon tank $195.00 Chart recorder $100.00 Dead weight tester $130.00 Gauge(digital hydrotest) $195.00 Gauge $25.00 Gas Monitor $90.00 Holiday detector(jeep) $195.00 Trailers Tool trailer(covered) $130.00 Tool trailer w/185 CFM air compressor&generator $450.00 Tandem Axle $150.00 Single Axle $100.00 Trucks Haul Truck w/lowboy $150.00 Permits Varies Escorts Varies Route Survey Varies Welding 1 ton rig truck $450.00 Consumables are cost+ 15% ---„,) MEI 2014 Specialty Equipment Rates **** HOURLY RATES *** DAILY RATES **** Wheel Loaders Cat 938G 500hp Flotation Tires w/4yd Bucket or 6' long x 8'wide forks $2,000.00 Cat 938G 500hp Flotation Tires w/9'Drum Grinding Head $4,000.00 Grinding Teeth Cost Marsh Masters MMIII w/climate controlled cab $2,000.00 MMIII w/climate controlled cab& 10'mower $2,750.00 MMI $1,250.00 Marsh Excavators Cat 320 w/50'long reach $3,250.00 Cat 315 w/standard reach $2,750.00 Bobcat 337 w/standard reach $2,000.00 Grinder attachment add per day $500.00 Rolligons Duster $1,250.00 4450 $1,500.00 4460 $2,000.00 RA-15 $2,250.00 RA-25 $2,500.00 RA-30 $2,750.00 6660 $2,250.00 Tractor 500hp $2,500.00 Bi-Directional Pipe Stringing Trailer $500.00 Tracked Marsh or Swamp Equipment(not listed above) Swamp Buggy $1,500.00 Water Truck(offroad use only) 1,600 Gallon Tank, rear water nozzles Dual hand held spray guns Single hose reel w/spray gun Used for watering roads or washing items, surfaces in remote areas $1,500.00 P. R. 18636 10/7/14 aw Exhibit "B" Page: 1 MclLvain Enterprises Inc Invoice PO Box 757 Winnie, Texas 77665 Number:3721 409 296 4531 Date: September 22, 2014 Bill To: Ship To: City Of Port Arthur City Of Port Arthur 444 4th St. /PO Box 1089 Port Arthur, TX 77641 Port Arthur, TX 77641 P.O. Number Terms Ship Via 186557 Net 30 MEI Date Description Quantity Price Tax 1 Tax 2 Amount 09/15/2014 Long Reach Marsh Excavator Per Day 1.00 3,250.00 3,250.00 09/15/2014 Operator 9.00 40.00 360.00 09/16/2014 Long Reach Marsh Excavator Per Day 1.00 3,250.00 3,250.00 09/16/2014 Operator 9.00 40.00 360.00 09/17/2014 Long Reach Marsh Excavator Per Day 1.00 3,250.00 3,250.00 09/17/2014 Operator 9.00 40.00 360.00 09/18/2014 Long Reach Marsh Excavator Per Day 0.20 3,250.00 650.00 09/18/2014 Operator 2.00 40.00 80.00 09/19/2014 Long Reach Marsh Excavator Per Day 0.20 3,250.00 650.00 09/19/2014 Operator 2.00 40.00 80.00 &(460I-ter. W-ee) 6-0 -8o 0-30 days 31 -60 days 61 -90 days > 90 days Total $10,610.00 $0.00 $0.00 $0.00 $10,610.00 Page:2 MclLvain Enterprises Inc I n vo i Ce PO Box 757 r Winne, Texas 77665 409 296 4531 Number:3721 Date: September 22, 2014 Bill To: Ship To: City Of Port Arthur City Of Port Arthur 444 4th St. /PO Box 1089 Port Arthur, TX 77641 Port Arthur, TX 77641 • P.O. Number Terms Ship Via 186557 Net 30 MEI Date Description Quantity Price Tax 1 Tax 2 Amount Dorsey Street Pump Station Vegetation Removal Remit to Adress: MclLvain Enterprises, Inc. PO Box 3586 Houston, TX 77253 Sub-Total $12.290.00 State Tax 6.25% on 0.00 0.00 City Tax 2.00% on 0.00 0.00 Total $12.290.00 Amount Paid: 1.680.00 Amount Due: 10.610.00 0-30 days 31 -60 days 61 -90 days >90 days Total $10,610.00 $0.00 $0.00 $0.00 $10,610.00 MclLvain Enterprises Inc PO Box 757 Invoice Winnie, Texas 77665 409 296 4531 Number:3728 Date: October 07, 2014 Bill To: Ship To: City Of Port Arthur City Of Port Arthur 444 4th St. /PO Box 1089 Port Arthur, TX 77641 Port Arthur, TX 77641 P.O. Number Terms Ship Via 186557 Net 30 MEI Date Description Quantity Price Tax 1 Tax 2 Amount October 2014 Marsh Excavator Freight Out 1.00 3,100.00 3,100.00 Dorsey Street Pump Station Vegetation Removal Remit to Adress: MclLvain Enterprises, Inc. PO Box 3586 Houston, TX 77253 /(Q� '�� 66 --0 --- VVFo156.6 -*06 I Sub-Total $3.100.00 State Tax 6.25% on 0.00 0.00 City Tax 2.00% on 0.00 0.00 Total 53.100.00 0-30 days 31 -60 days 61 -90 days > 90 days Total $29,915.00 $0.00 $0.00 $0.00 $29,915.00 MclLvain Enterprises Inc Invoice PO Box 757 Winnie, Texas 77665 Number:3728 409 296 4531 Date: October 07,2014 Bill To: Ship To: City Of Port Arthur City Of Port Arthur 444 4th St. /PO Box 1089 Port Arthur, TX 77641 Port Arthur, TX 77641 P.O. Number Terms Ship Via 186557 Net 30 MEI Date Description Quantity Price Tax 1 Tax 2 Amount October 2014 Marsh Excavator Freight Out 1.00 3,100.00 3,100.00 Dorsey Street Pump Station Vegetation Removal Remit to Adress: MclLvain Enterprises, Inc. PO Box 3586 Houston, TX 77253 Sub-Total $3.100.00 State Tax 6.25% on 0.00 0.00 City Tax 2.00% on 0.00 0.00 Total $3.100.00 0-30 days 31 -60 days 61 -90 days >90 days Total $29,915.00 $0.00 $0.00 $0.00 $29,915.00 MINIM