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Home My WebLink About04-01-13 Special Meeting of La Porte City Council LOUIS R. RIGBY DARYL LEONARD Mayor Councilmember District 3 JOHN ZEMANEK TOMMY MOSER Mayor Pro-Tem, Councilmember At Large A Councilmember District 4 DOTTIE KAMINSKI JAY MARTIN Councilmember At Large B Councilmember District 5 MIKE MOSTEIT MIKE CLAUSEN Councilmember District 1 Councilmember District 6 CHUCK ENGELKEN Councilmember District 2 CITY COUNCIL MEETING AGENDA Notice is hereby given of a Special Meetingof the La Porte City Council to be held April 1, 2013, beginning at 6:00 p.m.in the Council Chambers of City Hall, 604 West Fairmont Parkway, LaPorte, Texas, for the purpose of considering the following agenda items. All agenda items are subject to action. 1.CALL TO ORDER 2.PUBLIC COMMENTS (Limited to five minutesper person.) 3.AUTHORIZATIONS (a) Consider approval or other action awarding Bid # 13012 for Farrington Boulevard Utility Relocation–D. Mick (b) Consider approval or other action authorizing the City Manager to execute a Change Order proposal submitted by Paskey, Inc., for the removal of existing asbestos concrete pipe water main from Farrington Boulevard right-of-way–D. Mick 4.ADMINISTRATIVE REPORTS (a) Receive report from City Manager City Council Meeting, Monday, April 8, 2013 Council Budget Retreat, Saturday, April 13, 2013 La Porte Development Corporation Board Meeting, Monday, April 22, 2013 City Council Meeting, Monday,April 22, 2013 5.COUNCIL COMMENTS regarding matters appearing on the agenda; recognition of community members, city employees, and upcoming events; inquiry of staff regarding specific factual information or existing policies–Councilmembers,Leonard,Engelken, Mosteit, Clausen,Martin, Moser,Kaminski,Zemanek, and Mayor Rigby. 6.EXECUTIVE SESSION The City Council reserves the right to meet in closed session on any agenda item should the need arise and if applicable pursuant to authorization by Title 5, Chapter 551, of the Texas Government Code. 7.RECONVENE into regular session and consider action, if any, on item(s)discussed in executive session. 8.ADJOURN I n compliance with the Americans with Disabilities Act, the City of La Porte will provide for reasonable accommodations for persons attending public meetings. To better serve attendees, requests should be received 24 hours prior to the meeting. Please contact Patrice Fogarty, City Secretary, at 281.470.5019. CERTIFICATION I certify that a copy of the April1,2013,agenda of items to be considered by the City Council was posted on the City Hall bulletin board on March 28, 2013. Patrice Fogarty, City Secretary REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 1,2013 Source of Funds: Fund 002 (Utility) Requested By:David Mick Account Number: N/A Department: Public Works Amount Budgeted:Not Budgeted Report: XResolution:Ordinance: Amount Requested:$578,316.22 Exhibit:Site Map Budgeted Item:YES ___ NO ___ Exhibit:Bid Tabulation Exhibit: Bidders Notification List March 20 “Final Notice to Utility Companies” Received from Harris County SUMMARY & RECOMMENDATION At the March 25, 2013 city council meeting, staff provided city council with an update of the Farrington Boulevard Utility Relocation Project. Harris County met with city staff the morning of March 25 and advised staff that the Harris County project design was modified after the city review of the 95%-complete design set provided earlierby Harris County. Also staff was advised by Harris County’s engineering consultant during the same meeting that the environmental document prepared for this project indicates that that the existing asbestos concrete water main located within the roadway limits willbe removed by the City of La Porte. Harris County then suggested that thecounty may be able to fund up to $150,000 of the city’s cost to remove the asbestos concrete pipe. Staff in turn presented this item to City Council the evening of March 25 with a recommendation that the award of the Farrington Boulevard Utility Relocate project be tabled at that March 25 city council meeting in favor of council consideration with additional information at a special meeting onApril 1. UPDATE: Harris County communicated to city staff on March 26 that the interpretation from County legal staffwas that the county could not participate in the cost of this work except for perhaps loaning the City funds to allow the project to move forward. proposed or now underway Current Harris County improvements that are in the City of La Porte include: Sylvan Beach Pavilion and Beach Restoration Farrington Boulevard Improvements –$3,100,000 to $3,800,000 Sens Road Widening -$12,000,000 (+) Also a one-time Harris County project to pave certain city-streets was suggested by Harris Countythough the project budget and scheduleis still undefined. The latest word from the county is that the project may occur within the next year. The Farrington Boulevard Utility Relocation ContractAward: Advertised, Sealed Bid #13012 –Farrington Boulevard Utility Relocate was opened and read on March 12, 2013.Solicitation requests were advertised in the Houston Chronicle, posted on the City of La Porte website and notices were mailed out to 27vendors.Seven additional vendors either made inquiries or picked up plans.Paskey, Incorporated, located in La Porte, and Horseshoe Construction, located in the La Porte ETJ area, were the only bidders. Paskey, Incorporated provided the lowest and best bid of $539,849.02 for the Base Bid. Staff included an Alternate Bid for the “Section A” items listed on the attached bid tab. The Alternate Bid for the Paskey bid was $14,107.00 less than the Base Bid. The Alternate Bid method includes tapping both ends of the new water main connections that will reduce service disruptions for the water customers and is the method recommended by staff. A competent, capable contractor is especially needed on this project considering the maintenance of traffic requirements, necessary precision, and the tight timeframe. Staff’s concern going into the project bid was: 1) getting a competent contractor, 2) price. Certainly staff is familiar with Paskey, Incorporated and is confident in theirwork. As for price, construction costs are sharply rising in this region due to the large volume of work for both private and public projects now being bid. Staff well-considered rebidding this project but ultimately concluded that there is real potential for the city to end up with a less competent contractor at the same cost or greater than this bid that the city now has in hand. Plus the project would be significantly delayed which has other ramifications perhaps for coordinating the proposed work infront of Rizzuto Elementary. Given the totality of considerations associated with this contract including the complexity of the project, the timeframe necessary for Harris County to complete their project, and the on-going coordination required betweenthe city and Harris County for other projects within the City of La Porte, staff recommends awarding the construction contract to Paskey, Incorporated in the amount of $525,742.02 plus $52,574.20 (10%) contingency for a total project allocation of $578,316.22. Other Considerations: A change order in the amount of $67,770.50 for this project will also be considered at this April 1 council meeting. If approved, this would increase the total contract allocation to $646,086.72. The $646,086.72 expenditure from the Utility Fund will reduce the number of days of working capital in this fund to approximately 60-days total and less than the 90-day working capital goal recently established by city council. Project Benefits, Liabilities, and OperatingCost: Benefits: Harris County Pct 2 proposes to upgrade their storm drainage facilities and concrete road surface along Farrington Boulevard. The improved storm sewer system will greatly reduce the potential for overland flooding into residential structures in portions of Fairmont Park Sections One and Two. The current roadway condition is poor and requires reconstruction. Liabilities of Maintaining the Status Quo: The city utilities are located within Harris County right-of-way and some of these existing facilities must be relocated in order to allow Harris County to construct the proposed storm and roadway improvements that will benefit motorists and the local residents. Operating Costs: The majority of the relocation work involves the existing water main crossovers. These mains are 50-years old and have required repair on numerous occasions over the past several years. Replacing the mains will eliminate need for emergency repairs on those replaced segments likely for several decades. Project Timeline: September 2012–City first notified that the Farrington Road Improvement Project was moving forward. At this time Harris County was going to include city utility relocates with the county project with no city financial participation required (100% grant funded). December 6, 2012–Staff advised by Harris County that the available grant funding was not sufficient to fund the city utility relocates. The city would be responsible. The city was provided a 30% design plan set that did not yet include the project storm sewer. City staff did not have sufficient information to begin design. January 17, 2013–Staff receives a list of potential conflicts between city facilities and the proposed new county facilities. Staff replies back with comments designed to reduce the number of conflicts. Staff did not yet have sufficient information to begin design.The county design was still changing at that point. February 1, 2013-Staff receives 95% drawings from the Harris County consultant. February 4, 2013–Staff receives the electronic drawings from Harris County necessary for design. City staff can now begin design.Initial cost estimate was $400,000 based on scope of work outlined in the 95% plans.(This is $125,742 below the apparent low bid. Staff identified two additional sanitary sewer conflicts which accounts for nearly half of this difference at approximately $60,000. Also staff closely compared the bid received to the Engineer’s Estimate and concluded that the difference between the bid prices and the Engineer’s Estimate was due to the complexity of the project. There were no recent projects similar to this one for staff to use as a guide in estimating the costs. Staff’s efforts to estimate the contractor’s production time for a project essentially consisting of 20 small separate replacement areas is not going to be as good as the contractor performing this work regularly.) February 21, 2013–Initial advertisement for bid is published. In 2-1/2 weeks, Planning and Engineering staff designed and prepared contract documents that the county engineering consultant’s proposed $70,000 fee to design. March 12, 2013–Construction bids opened.Initial project cost was $525,742.02, not including contingency. March 20, 2013–Access to final county construction drawings forwarded to staff. March 25, 2013-Staff advised of the environmental permit language concerning the city asbestos concrete water main and the potential for other conflicts with county plan revisions made after the 95%-plan submittal. Discussions with apparent low bidder to incorporate these changes into the scope of work resulted in proposal for Change Order No. 1, resulting in an additional $67,770 in utility work. Action Required by Council: Council may: 1.Consider rejecting all bids for Sealed Bid #13012 –Farrington Boulevard Utility Relocate and re-bid the project; or 2.Consider approval or other action authorizingthe City Manager to enter into a contract with Paskey, Incorporatedin the amount of $525,742.02, accepting the Alternate Bid, and further allocating up to $578,316.22for this contract including a $52,574.20contingency (10.0%). The $578,316.22contract will be funded from the Utility Fund reserve reducing the working capital to just over 60-days; or 3.Direct staff to pursue any other option desired by the City Council. Approved for City Council Agenda Corby D. Alexander, City ManagerDate Waterline & Sanitary Sewer Crossing Relocation Along Farrington Paskey Horseshoe Paskey UNIT EXTENDED Horseshoe UNIT EXTENDED Item DescriptionCOSTCOSTCOSTCOST Item no.UOMQTY SECTION "A" - Waterline (Base Bid) 1MobilizationLS1$34,850.00$34,850.00$10,000.00$10,000.00 2Traffic ControlLS1$11,797.00$11,797.00$5,000.00$5,000.00 3Remove and Dispose existing 12" PVC waterlineLF40$35.00$1,400.00$35.00$1,400.00 4Remove existing concrete pavementSY3300$0.99$3,267.00$25.00$82,500.00 5Remove and dispose existing 8" A.C. waterlineLF220$35.00$7,700.00$35.00$7,700.00 68" PVC C-900 waterline including excavation and beddingLF1362$92.51$125,998.62$118.00$160,716.00 712" PVC C-900 wterline including excavation and beddingLF231$113.08$26,121.48$125.00$28,875.00 812" 45-degree bend with Mega Lug Lok restraing (MJ)EA10$717.00$7,170.00$800.00$8,000.00 98" 45-degree bend with Mega Lug Lok Restraing (MJ)EA44$477.00$20,988.00$700.00$30,800.00 102" Sample TapsEA15$239.00$3,585.00$1,000.00$15,000.00 11Plug existing 6" waterlineEA12$275.00$3,300.00$500.00$6,000.00 12Plug existing 8" waterlineEA18$375.00$6,750.00$500.00$9,000.00 13Plug existing 12" waterlineEA3$475.00$1,425.00$500.00$1,500.00 146" to 8" PVC reducerEA5$183.00$915.00$500.00$2,500.00 156" to 8" PVC AC adaptorEA5$313.00$1,565.00$500.00$2,500.00 168" PVc-A"C adaptorEA3$413.00$1,239.00$500.00$1,500.00 17tie toexisting 6" WL (wet connect)EA5$3,379.00$16,895.00$2,000.00$10,000.00 18tie-in to existing 8" waterline (wet connection)EA7$3,579.00$25,053.00$2,500.00$17,500.00 19tie to existing 12" WL (wet connect)EA5$5,111.00$25,555.00$3,000.00$15,000.00 2012" x 12" T.S. & V.EA1$5,748.00$5,748.00$5,850.00$5,850.00 218" x 8" T.S. & V.EA1$3,468.00$3,468.00$5,000.00$5,000.00 2212" x 8" T.S. & V.EA11$3,888.00$42,768.00$5,000.00$55,000.00 23Temporary asphalt pavementSY3300$0.99$3,267.00$45.00$148,500.00 2412" plug & clampEA1$475.00$475.00$1,000.00$1,000.00 258" plug and clampEA7$375.00$2,625.00$800.00$5,600.00 266" plug and clampEA5$275.00$1,375.00$500.00$2,500.00 $385,300.10$638,941.00 Section "A" base bid Paskey Horseshoe Paskey UNIT EXTENDED Horseshoe UNIT EXTENDED COSTCOSTCOSTCOST Section "B" - Sanitary Sewer (Base Bid) UOMQTY 1Remove existing concrete pavementSY140$10.00$1,400.00$25.00$3,500.00 2temporary asphalt pavementSY140$20.80$2,912.00$45.00$6,300.00 3remove and dispose Ex 8" San. Sew.LF60$15.00$900.00$30.00$1,800.00 4plug existing 8" san. Sew.EA8$475.00$3,800.00$500.00$4,000.00 8" SDR 26 ASTM D 2241 San. Swr. Including excavation and bedding (all depths) 5LF177$252.16$44,632.32$90.00$15,930.00 10" SDR 26 ASTM D 2241 San. Swr. Including excavation and beddin (all depths) 6LF177$256.00$45,312.00$92.00$16,284.00 7Std manholeEA5$2,725.00$13,625.00$5,000.00$25,000.00 8extra depth manholeVF34$172.00$5,848.00$300.00$10,200.00 9proposed drop structureEA6$1,711.00$10,266.00$1,200.00$7,200.00 $128,695.32$90,214.00 Section "B" base bid Paskey Horseshoe Paskey UNIT EXTENDED Horseshoe UNIT EXTENDED COSTCOSTCOSTCOST SECTION "C" - Extra Work (base bid)UOMQTY 2412" G.V. with boxEA2$5,252.70$10,505.40$3,000.00$6,000.00 258" G.V. with boxEA2$4,499.70$8,999.40$2,000.00$4,000.00 266" G.V. with boxEA2$3,174.40$6,348.80$1,200.00$2,400.00 $25,853.60$12,400.00 Section "C" base-bid Total project cost - base bid $539,849.02$741,555.00 Paskey Horseshoe Paskey UNIT EXTENDED Horseshoe UNIT EXTENDED COSTCOSTCOSTCOST Section "A" Waterline (ALTERNATE BID)UOMQTY 1mobilzationLS1$34,850.00$34,850.00$10,000.00$10,000.00 2traffic controlLS1$11,797.00$11,797.00$5,000.00$5,000.00 3Remove and Dispose Existing 12" PVC WaterlineLF40$35.00$1,400.00$35.00$1,400.00 4Remove existing concrete pavementSY3300$0.99$3,267.00$25.00$82,500.00 5Remove and dispose existing 8" A.C. waterlineLF220$35.00$7,700.00$35.00$7,700.00 68" PVC C-900 waterline including excavation and beddingLF1362$92.51$125,998.62$118.00$160,716.00 712" PVC C-900 waterline including excavation and beddingLF231$113.08$26,121.48$125.00$28,875.00 812" 45-degree bend w/mega lug lok restraing (MJ)EA10$717.00$7,170.00$800.00$8,000.00 98" 45-degree bend w/Mega Lug Lok Restraing (MJ)EA44$477.00$20,988.00$700.00$30,800.00 102" sample tapsEA15$239.00$3,585.00$1,000.00$15,000.00 11plug existing 6" waterlineEA12$275.00$3,300.00$500.00$6,000.00 12plug existing 8" waterlineEA18$375.00$6,750.00$500.00$9,000.00 13plug existing 12" waterlineEA3$475.00$1,425.00$500.00$1,500.00 146" to 8" PVC reducerEA5$183.00$915.00$500.00$2,500.00 156" to 8" PVC-AC adaptorEA5$313.00$1,565.00$500.00$2,500.00 168" PVC -AC adaptorEA3$413.00$1,239.00$600.00$1,800.00 17tie to existing 12" WL (wet connect)EA4$5,111.00$20,444.00$3,000.00$12,000.00 1812"x12" T.S. & V.EA2$5,748.00$11,496.00$5,850.00$11,700.00 198" x 8" T.S. & V.EA8$3,468.00$27,744.00$5,000.00$40,000.00 2012" x 8" T.S. & V.EA11$3,888.00$42,768.00$5,000.00$55,000.00 216" x 6" T.S. & V.EA1$2,928.00$2,928.00$3,500.00$3,500.00 22Temporary asphalt pavementSY3300$0.99$3,267.00$45.00$148,500.00 2312" plug & clampEA1$475.00$475.00$500.00$500.00 248" plug and clampEA7$375.00$2,625.00$500.00$3,500.00 256" plug and clampEA5$275.00$1,375.00$500.00$2,500.00 $371,193.10$650,491.00 Council BIDDERS LIST Sealed Bid #13012 Farrington Blvd. Utility Relocate Texas Sterling Construction Texcor Construction Services 20810 Fernbush Ln. Houston, TX 770732500 W Main Suite G3 League City, TX 77573 Allco Inc. Deep South Construction, Inc PO Box 3684 Beaumont, TX 77704PO Box 2103 Alvin, TX 77512-2103 PM Construction Slack &Co 131 N Richey Pasadena, TX 775062990 Holmes Rd Houston, TX 77051 Metro City Jimerson Underground 5715 Luce Houston, TX 77087PO Box 1399 Stafford, TX 77497 Reliance Construction Cravens Partners, Ltd 4302 Almeda Genoa 11603 Windfern Suite C Houston, TX 77048 Houston, TX 77064 Insituform Angel Brothers Enterprises, Ltd 7333 Monroe PO Box 570 Houston, TX 77061 Baytown, TX 77522-0570 Mikels ConstructionProline Services PO Box 6853 9353 Friendly Rd Houston, TX 77093Kingwood, TX 77325 R & L UtilitiesMJ Sheridan of Texas PO Box 11549015 Sweetbrush La Porte, TX 77572-1154Houston, TX 77064 Durwood Greene Construction Co, Inc SER Construction 3636 Pasadena BlvdPO Box 1338 Stafford, TX 77477 Pasadena, TX 77503 BHR-Garver Construction, Ltd Paskey, Incorporated 7600 Sante Fe Dr Bldg A1 P.O. Box 5724 Houston, TX 77061 Pasadena, Texas 77508 D & W Contactors, Inc Po Box 1075 Channelview, TX 77530 General Contractor Services, Inc Huff & Mitchell, Inc(Hub Vendor) 8400 La Porte Rd 16410 HuffmeisterHouston, TX 77012 Cypress, TX 77429 Total Site D.L. Elliott Enterprises 11228 East Hardy Rd 13405 Southwest Freeway,Suite 210Houston, TX 77093 Sugarland, Texas 77478 Triple B Services, LLPKingsley Constructors 820 Old Atascocita Road1544 Sawdust Rd #200 Huffman, Texas 77336Woodlands, TX 77380 Web and other Requests ILCOR Builders PO Box 6070 Austin TX. 78762 Virtual Builders Exchange 7035 W. Tidwell Suite J112 Houston TX. 77092 Pepper –Lawson Construction 4555 Katy Hockley Cut –off Katy TX. 77493 Houston AGC @isqft 8450 Westpark, Suite 100 Houston TX. 77063 Aztec Remodeling and Landscaping P.O. Box 594 Seabrook, Texas 77586 Marcon Services 1410 Preston Ave., Bldg H Pasadena, Texas 77503 Horseshoe Construction 2309 Battleground Road La Porte, Texas 77571 REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:April 1,2013 Source of Funds: Fund 002 (Utility) Requested By:David Mick Account Number: N/A Department: Public Works Amount Budgeted:Not Budgeted Report: XResolution:Ordinance: Amount Requested:$67,770.50 Exhibit:Executed Change Order Budgeted Item:YES ___ NO ___ Exhibit: Exhibit: SUMMARY & RECOMMENDATION This item is a companion item to the previousagenda item for the Council consideration of the award of the Farrington Boulevard Utility Relocation project. The Farrington BoulevardUtility Relocation project was designed and bid by city staff with the understanding that only the portion of the water main crossovers to be abandoned with this relocation project that is in direct conflict with the proposed Harris County storm sewer wouldbe removed. The City has since been advised (onMarch 25th) that the federal grant requirements were established such that the entire length of the existing asbestos concrete pipe would be removedfrom the roadway area. This is a change to the scope of the project as bid by the apparent lowest and best bidder, Paskey, Incorporated. Paskey, Incorporated submitted a change order document in the amount of $67,770.50 for Paskey to complete this work necessary to fully comply with the federal grant requirements. The change order amount is at or below the cost increase that was anticipated by staff. Staff recommends approval of the change order necessary for the complete removal of the asbestos concrete pipe water mains that are located within the roadwaylimits. With this change order, the total Farrington Boulevard Utility Relocation project funding authorized by City Council is $646,086.72, which is an increase of $67,770.50. Action Required by Council: Consider approval or other action authorizingtheCity manager to execute a$67,770.50 change order proposal submitted by Paskey, Incorporated for the removal of the existing asbestos concrete pipe water main from the Farrington Boulevard roadway limits. Approved for City Council Agenda Corby D. Alexander, City ManagerDate