HomeMy WebLinkAboutPR 18693: CHANGE ORDER NO. 4, EXCAVATORS AND CONSTRUCTORS, LTD MEMORANDUM
CITY OF PORT ARTHUR
PUBLIC WORKS - ENGINEERING DIVISION
TO: John A. Comeaux, P.E., Interim City Manager
FROM: Susan Polka, P.E., Public Works Director/City Engineerf
DATE: November 3, 2014
RE: Proposed Resolution No. 18693
RECOMMENDATION
I recommend that the City Council approve Proposed Resolution No. 18693 that would authorize
the City Manager to execute Change Order No. 4 to the contract with Excavators and
Constructors, Ltd., for construction of the 14th Street Paving and Drainage improvements from
Woodworth Boulevard to 9th Avenue, said Change Order No. 4 being in the deductive amount of
$16,963.70 due to reconciliation of bid quantities versus actual amount installed during the
project.
BACKGROUND
In December 2013, the City Council awarded a contract to Excavators and Constructors, Ltd., of
Port Arthur, Texas, in the amount of$1,701,390.80, for the construction of the 14th Street Paving
and Drainage improvements from Woodworth Boulevard to 9th Avenue as part of the General
Land Office Round 2.1 Program. The contract time was 270 calendar days. Change Order No 1
to the contract added $131,405.00 for additional surfacing work, as well as 30 additional
calendars. Change Order No. 2 deducted $38,667.40 for an early reconciliation of bid item
quantities versus the actual amounts used, the addition of bid items made necessary during
construction, and 6 additional calendar days. Change Order No. 3 to the contract added
$59,654.90 for additional concrete curb and gutter and driveway replacement.
Change Order No. 4 is for the purpose of a reconciliation of bid item quantities and the actual
amounts installed during construction of the project.
The new contract amount as a result of the deductive amount of $16,963.70 is $1,836,819.60.
The project is 99% complete.
BUDGET/FISCAL EFFECT
The savings of $16,963.70 at this point in the GLO Round 2.1 Program will allow us to apply
additional funds to the remaining street projects that will be put out for bids that may come in
over our estimates or the GLO budget amount.
SUMMARY
I recommend that the City Council approve Proposed Resolution No. 18693 that would authorize
the City Manager to execute Change Order No. 4 to the construction contract for the 14th Street
Paving and Drainage improvements with Excavators and Constructors, Ltd., decreasing the
contract amount by $16,963.70.
P.R. No. 18693
11/4/14 sjp
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE CHANGE ORDER NO. 4 TO THE
CONTRACT BETWEEN THE CITY OF PORT ARTHUR
AND EXCAVATORS AND CONSTRUCTORS, LTD, OF
PORT ARTHUR, TEXAS, DECREASING THE
CONTRACT AMOUNT BY $16,963.70 TO A NEW
CONTRACT AMOUNT OF $1,836,819.60. GLO PROJECT
NO. I2114T,ACCOUNT NO. 144-1201-532.59-00.
WHEREAS, on December 27, 2013, the City Council awarded a contract for the 14th
Street Paving and Drainage Project to Excavators and Constructors, Ltd., of Port Arthur, Texas,
in the amount of$1,701,390.80, said project being from Woodworth Boulevard to 9th Avenue;
and,
WHEREAS, on July 8, 2014, per Resolution No. 14-293, the City Council approved
Change Order No. 1 to the contract in the amount of$131,405.00 to allow the re-paving of the
entire surface of 14th Street after completion of the storm sewer improvements, for a new
contract amount of$1,832,795.80, and an increase in the contract time from 270 calendar days to
300 calendar days; and,
WHEREAS, on July 22, 2014, per Resolution No. 13-319, the City Council approved
Change Order No. 2 decreasing the contract amount by $38,667.40 adjusting the bid quantities to
reflect actual amounts used to date, to add items not included in the original bid but necessary
during construction, and to account for materials not used due to deletion of some conflict
structures, for a new contract amount of$1,794,128.40, and extending the contract time by six
(6) calendar days to a new contract time of 306 calendar days; and
WHEREAS, on October 28, 2014, per Resolution No. 14-541, the City Council
approved Change Order No. 3 to the contract in the amount of$59,654.90 to allow for additional
curb and gutter, and driveway removal and replacement for a new contract amount of
$1,853,783.30: and
P.R. No. 18693
11/4/14 sjp
Page 2 of 3
WHEREAS, Excavators and Constructors, Ltd, has submitted Change Order No. 4 for
the contract which is for the purpose of adjusting the bid quantities to reflect actual amounts used
complete the contract work, and;
WHEREAS, the Public Works Director/City Engineer and the Project Engineer
recommend approval of Change Order No. 4 in the deductive amount of$16,963.70, attached as
Exhibit"A"; 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, Change Order No. 4 to the contract between the
City of Port Arthur and Excavators and Constructors, Ltd., decreasing the total contract amount
by $16,963.70 to a new contract amount of $1,836,819.60; 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. 18693
11/4/14 sjp
Page 3 of 3
ATTEST: APPROVED AS TO FORM:
ccel
Sherri Bellard Valecia Tizeno
City Secretary City Attorney
APPROVED FOR ADMINISTRATION:
John A. Comeaux, P.E. Shawna Tubbs, CPPO, CPPB
Interim City Manager Purchasing Manager
an Polka, P.E.
Public Works Director/City Engineer
APPROVED AS TO AVAILABILITY OF FUNDS:
4•14&-jKrIa2 /
Deborah Echols
Director of Finance
Account No. 144-1201-532.59-00
Project No. I2114T
EXHIBIT "A"
P.R. No. 18693
ARCENEAUX WILSON & COLE LLC
Arceneaux Wilson 8
AWCEngineering • Surveying • Planning
October 30, 2014
Ms. Susan J. Polka, P.E.
Public Works Director
City of Port Arthur
444 Fourth Street
Port Arthur, Texas 77640
RE: CHANGE ORDER Na, 4
14th Street Paving and Drainage
Job No, CPA-720
Dear Ms. Polka:
Attached is Change Order No. 4 for the 14th Street Paving and Drainage project. This change
order is to adjust the final bid item quantities to reflect the actual amount installed during the
project. The total cost for this change order will decrease the contract amount $16,963.70. I
recommend that the City of Port Arthur authorize this change to the contract. I have attached
Change Order No. 4 which modifies the contract to reflect this change for your consideration
and action. Should you have any questions or require additional information, please contact our
office.
Very truly yours,
Arceneaux Wilson & Cole LLC
TEXAS REGISTERED ENGINEERING FIRM F-16194
Keestan Cole, PE
Vice-President
(409) 724-7888 • 2901 Turtle Creek Drive • Suite 320 • Port Arthur, Texas 77642
www.awceng.com
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Arceneaux Wilson & Cole--- +;:.,: .;
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CHANGE ORDER No. 4
DATE: October 29, 2014 JOB NO. CPA-720
AGREEMENT DATE: December 27, 2013
NAME OF PROJECT: 14th STREET PAVING AND DRAINAGE
OWNER: CITY of PORT ARTHUR
CONTRACTOR: EXCAVATORS & CONTRACTORS, LTD.
The following changes are hereby made to the CONTRACT DOCUMENTS:
1. Delete to Adjust the following Bid Items to actual quantities used:
a. Decrease 28 L.F.24-Inch, C-76,
(Bid Item No. 4) $ (1,989.40)
b. Decrease 28 L.F. Trench Safety
(Bid Item No. 10) $ (37.80)
c. Decrease 2 EA. Type "C" Curb Inlet
(Bid Item No. 24) $ (5,000.00)
d. Decrease 0.15. 1 '/z" Type "D" Hot Mix Asphalt
(Bid Item No. 25) $ (15.00)
e. Decrease 296.86 S.Y. 8-Inch Crushed Stone Base
(Bid Item No.26 ) $ (7,421.50)
f. Decrease 5 EA. 6' CPA Handicap Curb Ramp
(Bid Item No. 27) $ (2,500.00)
SUBTOTAL $ (16,963.70)
CHANGE ORDER NO. 4
Arce nea ux Wilson 5 Cole--� ...,
AWCF!J�VUi'fUJ;r October 29, 2014
'� "` '"`� Job No. CPA-720, Contract No. 1
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CHANGE TO CONTRACT PRICE:
ORIGINAL CONTRACT PRICE: $1,701,390.80
CURRENT CONTRACT PRICE adjusted by previous CHANGE ORDER(S): $1,853,782.95
The CONTRACT PRICE due to this CHANGE ORDER will be [increased] [decreased]
by: $16,963.70 Dollars
The new CONTRACT PRICE, including this CHANGE ORDER, will be $1,836,819.60
CHANGE TO CONTRACT TIME:
ORIGINAL CONTRACT TIME: 270 Calendar Days
CURRENT CONTRACT TIME adjusted by previous CHANGE ORDER: 306 Calendar Days
CURRENT DATE OF COMPLETION: December 27, 2014
CONTRACT TIME due to this CHANGE ORDER will be increased by 0 Days
The New DATE OF COMPLETION: December 27, 2014
No other Terms and Conditions of the Contract are changed as a result of this Change Order.
Contractor's acceptance of Change Order relieves OWNER of any liability for additional costs
incurred by Contractor in his performance of the work covered by the Change Order.
RECOMMENDED BY ENGINEER: ACCEPTED BY:
A ENEAUX WILSON & COLE LLC [CONTRACT•° . Flt ROR• NER]
EXCAVATORS & CONTRACTORS, LTD.
ACCEPTED BY:
CITY of PORT ARTHUR
2 of 2
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Construction Contract Change Order Request Form
Engineer: Owner (Contractor Locality): Contractor:
Excavators&Constructors, LTD.
Aceneaux& Gates Engineers, Inc., City of Port Arthur
6601 Proctor Ext.
A Burrow Global Company 444 4th Street
2901 Turtle Creek Dr., Suite 320 Port Arthur,TX 77642
Port Arthur, TX 77642
Port Arthur, TX 77642
Phone No.:409-983-8100
Phone No.: 409-724-7888 Agreement Date: 12-27-13
Phone No.: 409-962-2677
Date: October 30, 2014 Contract For(Project Description): GLO Contract No.:
Project Code No.: P21110 12-305-025-6542
14th Street Paving & Drainage
Bid Package No.: 5
Change Order No.: 4
You are hereby requested to comply with the following changes from the contract plans and specifications:
Item Description of Changes: Quantities, Units, Unit Prices, Decrease in Increase in
No. Change in Completion Scheduled, Etc. Contract Price Contract Price
4 Decrease 28 L.F.24-Inch, C-76 ($1,989.40)
10 Decrease 28 L.F. Trench Safety ($37.80)
24 Decrease 2 EA. Type "C" Curb Inlet ($5,000.00)
25 Decrease 0.15. 1 1/" Type "D" Hot Mix Asphalt ($15.00)
26 Decrease 296.86 S.Y. 8-Inch Crushed Stone Base ($7,421.50)
27 Decrease 5 EA. 6' CPA Handicap Curb Ramp ($2,500.00)
Construction Contract Change Order Request Form Page 1 of 3
CDBG Disaster Recovery Program July 2014
Change in Contract Price Change in Contract Time (Calendar Days)
Original Contract Price: $ 1,701,390.80 Original Contract Time: 270 days
Previous Change Order(s): Net Change From Previous
No. 1 to No. 3 $ 152,392.15 Change Orders: 36 days
Contract Price Prior to Contract Time Prior to
this Change Order: $ 1,853,782.95 this Change Order: 306 days
Net lesrease/Decrease of Net tnerease/Decreacc of
this Change Order: $ 16,963.70 this Change Order: 0 days
Contract Price With all Contract Time With all
Approved Change Orders: $ 1,836,819.25 Change Orders: 306 days
Cumulative Percent Change in Contract Price (+/-): Grantee Contract End Date:
7.95% (mm/dd/yy) 12 / 31 /2015
Construction Contract Start Date: Construction Contract End Date:
(mm/dd/yy) 2 / 25 /2014 (mm/dd/yy) 12 / 27 / 2014
Reimbursements of costs included in this change order are subject to review by the GLO-DR program.
* This document may be executed prior to submission for GLO-DR program review, but all parties
involved will be held responsible if the change order or the amendment warranted as a result of
this change order is not in compliance with CDBG or HUD requirements.
RECOMMEND •: • PPROVED: ACCEPTED. /'
By: i' .6 .... By: By: //
ENGINEER OWNER CONTRA OR
Date: ///57—/67 Date: Date: //"! ✓Y
Construction Contract Change Order Request Form Page 2 of 3
CDBG Disaster Recovery Program July 2014
JUSTIFICATION FOR CHANGE
1. Will this Change Order increase or decrease
the number of beneficiaries? ❑ Increase ❑ Decrease x No Change
If there is a change, how many beneficiaries will be affected? Total L/M
2. Effect of this change on scope of work: ❑ Increase ❑ Decrease x No Change
3. Effect on operation and maintenance costs: ❑ Increase ❑ Decrease x No Change
4. Are all prices in the change order dependent upon unit prices
found in the original bid? x Yes ❑ No
If"No", explain:
5. Has this change created new circumstances or environmental
conditions which may affect the project's impact, such as
concealed or unexpected conditions discovered during actual
construction? ❑ Yes x No
If"Yes", is an Environmental Re-assessment required?
6. Is the Texas Commission on Environmental Quality (TCEQ)
clearance still valid?(if applicable) x Yes ❑ No
7. Is the TCEQ permit approval still valid? (sewer projects only) ❑ Yes ❑ No
8. Are the handicapped access requirements/approval
still valid? (if applicable) x Yes ❑ No
9. Are other Disaster Recovery contractual special condition clearance
still valid? x Yes ❑ No
(If no, specify):
NOTE:
* Generally, a cumulative change in the contract price in excess of 25% cannot
be reviewed (18% decrease for counties).
Construction Contract Change Order Request Form Page 3 of 3
CDBG Disaster Recovery Program April 2014