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Home My WebLink AboutPR 18881: ARCENEAUX WILSON & COLE LLC, DESIGN AND CONSTRUCTION PHASE SERVICES MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: Brian McDougal, City Manager FROM: Jimmie Johnson, Ph.D., Director of Utility Operations) DATE: March 26, 2015 SUBJECT: Proposed Resolution No. 18881 RECOMMENDATION I recommend the approval of Proposed Resolution No. 18881 authorizing a contract extension of an additional 365 days to March 31 , 2016 to Arceneaux Wilson & Cole LLC, of Port Arthur, Texas for professional services related to design and construction phase services for completion of the TCEQ/Texas Attorney General required Main & Port Acres WWTP Rehabilitation Project. BACKGROUND In 2009, the City entered into an Agreed Final Judgment and Permanent Injunction with the State of Texas. Per this Agreed Judgment, our Sanitary Sewer Evaluation Survey detailed sanitary sewer rehabilitation projects that were to be completed and certified by October 2012. We completed numerous projects, but were unable to complete all tasks necessary in the Main and Port Acres WWTP Rehabilitation Project. Note that we amended this contract up to the 25% limit allowed by state law, and still have an estimated $1,100,000 of work to complete. Note that this $1,100,000 figure reflects the absolute minimum amount of work required at the Main WWTP while upgrading the Port Acres WWTP in order to meet the Agreed Judgment. The 53-year old Main WWTP, even with the recent rehabilitation, will need to be completely replaced in the very near future. The recent work done at the 29-year old Port Acres WWTP, along with the remaining improvements should enable this plant to function for at least another 10 to 15 years. Arceneaux Wilson & Cole LLC is nearing completion of the design phase of the contract and should have drawings ready for City review in the upcoming weeks. They are requesting that the agreement be extended an additional 365 days to March 31, 2016. This extension of contract time will be necessary for the bidding and construction phase of the project. BUDGET/FISCAL EFFECT None STAFF/EMPLOYEE EFFECT City staff will monitor this contract. SUMMARY I recommend the approval of Proposed Resolution No. 18881 , authorizing the City Manager to approve a contract extension between the City of Port Arthur and Arceneaux Wilson & Cole LLC, of Port Arthur, Texas, for 365 days, to a new completion date of March 31, 2016, on the Port Acres Wastewater Treatment Plant Upgrades, for professional services related to the design and construction phase services, for the bidding and construction phase of the project, for the agreed final judgment and permanent injunction no. D-1-GV-07-001556 with the State of Texas. P. R. No. 18881 03/26/15 jj RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE A CONTRACT EXTENSION BETWEEN THE CITY OF PORT ARTHUR AND ARCENEAUX WILSON & COLE LLC, OF PORT ARTHUR, TEXAS FOR PROFESSIONAL SERVICES RELATED TO THE DESIGN AND CONSTRUCTION PHASE SERVICES FOR THE MAIN AND PORT ACRES WASTEWATER TREATMENT PLANT UPGRADES. WHEREAS, the City of Port Arthur has numerous infrastructure improvement needs in regard to its Wastewater Collection & Treatment systems; and, WHEREAS, as a result, the State of Texas and the City of Port Arthur has submitted to the District Court a Final Judgment and Permanent Injunction involving the Main and Port Acres Wastewater Treatment Plant; and, WHEREAS, pursuant to Resolution No. 14-123, the City of Port Arthur has executed a contract with Arceneaux Wilson & Cole LLC for professional services related to the design and construction services for the Main and Port Acres Wastewater Treatment Plants. WHEREAS, Arceneaux Wilson & Cole, LLC, nearing completion of the design phase of the contract, has requested that this agreement be extended an additional 365 days to March 31, 2016; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the request for the extension of professional services contract on the Port Acres Wastewater Treatment Plant Upgrades is attached hereto as Attachment "A" with Arceneaux Wilson & Cole LLC; and, P. R. No. 18881 03/26/15 Page 2 THAT the request for an extension of an additional 365 days to March 31, 2016, is necessary for the bidding and construction phase of the project; and, THAT the City Manager of the City of Port Arthur is hereby authorized to execute on behalf of the City of Port Arthur, the requested extension of the contract as requested by the letter in Attachment "A" from Arceneaux Wilson & Cole LLC; and, THAT Arceneaux Wilson & Cole LLC will sign this resolution agreeing to the extension. 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 , 2015 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. 18881 03/26/15 Page 3 ATTEST: APPROVED AS TO FORM: \rafij Sherri Bellard Valecia ize o City Secretary City Attorney APPROVED FOR ADMINISTRATION: Brian McDougal City Manager 2/- /..1'--A...40/),/ Shawna Tubbs, CPPO, CPPB Purchasing ManNer Jimmie Johnson, Ph.D. Director of Utility Operations AGREED TO: Arceneaux Wilson & Cole LLC ATTACHMENT A (Arceneaux Wilson& Cole LLC Letter of Request for 365 Day Extension) ARCENEAUX WILSON & COLE LLC Arceneaux Wilson & AWCEngineering • Surveying • Planning March 13, 2015 Dr. Jimmie Johnson Director of Water Utilities PO Box 1089 Port Arthur, TX 77641 RE: City of Port Arthur Port Acres Wastewater Treatment Plant Upgrades Dear Jimmie, We are requesting an extension of our professional services contract or the Port Acres Wastewater Treatment Plant Upgrades. This contract was approved by City Council on March 4, 2014, Resolution 14-123, (attached). The term of this contract was for 365 days and will expire on March 31, 2015. This this contract was originally issued to Arceneaux and Gates Consulting Engineers Inc. but was assigned to Arceneaux Wilson and Cole LLC by Resolution 14-481 (attached). We are nearing completion of the design phase of the contract and should have drawings ready for City review in the upcoming weeks. We are requesting that this agreement be extended an additional 365 days to March 31, 2016. This extension of contract time will be necessary for the bidding and construction phase of the project. Thank you for your consideration in this matter and should have any questions or require additional information please do not hesitate to contact me. Sincerely, 1111% Joe Mjeilson Jr., PE President Attachments: Resolution 14-123 Resolution 14-481 (409) 724-7888 • 2901 Turtle Creek Drive • Suite 320 • Port Arthur, Texas 77642 www.awceng.com Registered Engineering Firm F-16194 Registered Survey Firm 10194049