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HomeMy WebLinkAboutPACKET AUGUST 19 2003 City ®f Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS AUGUST I9, 2003 1:30 P.M, AGENDA CALL TO ORDER Invocation Pledge Roll Call Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items 1-9/Consent Agenda Consent Agenda GENERAL BUSINESS 1. Consider approving a depository agreement for banking services between the City of Beaumont and Hibernia National Bank 2. Consider approving a request to abandon a 20' x 3®0' alley in Block 3, McFaddin First Addition 3. Consider authorizing the City Manager to execute a contract for the Barscreen Area and Belt Press Conveyor Improvements at the Sanitary Sewer Treatment Plant 4. Consider authorizing the City Manager to execute a contract for the proposed chlorine building at Loeb Water Plant site 5. Consider authorizing the City Manager to increase the City of Beaumont Digester Conversion Project amount for"extra work" 6. Consider approving a six(6) month contract for the purchase of asphaltic concrete for use in the Public Works Department 7. Consider approving a contract for the purchase of asphalts, oils and emulsions for use in the Public Works Departments h 8. Consider approving a six(6) month contract for the purchase of liquid chlorine for use in the Water Utilities Division 9. Consider approving the purchase of Self Contained Breathing Apparatus(SCBA) and air cylinders for use in the Fire Department WORKSESSION * Review the proposed FY2004 Budget COMMENTS * Councilmembers/City Manager comment on various matters * Public Comment (Persons are limited to 3 minutes) Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Pat Buehrle at 880-3725 a day prior to the meeting. 1 August 19,2003 Consider approving a depository agreement for banking services between the City of Beaumont and Hibernia National Bank I r".3 City of Beaumont ` � Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kandy Daniel, Treasurer MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 13, 2003 REQUESTED ACTION: Council consider a resolution approving a depository agreement for banking services between the City of Beaumont and Hibernia National Bank for a three (3) year period commencing October 1, 2003 and ending September 30, 2006. RECOMMENDATION The administration requests approval of a resolution authorizing a depository agreement for banking services between the City of Beaumont and Hibernia National Bank for a three (3) year period commencing October 1, 2003 and ending September 30, 2006. BACKGROUND The City issued requests for proposals for banking services to all banks located within the city of Beaumont. Proposals were received from Bank of America,Bank One,Hibernia National Bank, and Wells Fargo Bank of Texas. The selection process was based on the following criteria:(1)compliance with minimum requirements set forth by the City, (2)availability of required banking services and(3)highest net earnings(cost) calculated as the difference between the total cost of banking services and the total annual interest. All proposals met the minimum requirements and offered all required banking services. However, Wells Fargo did not complete the proposal form as requested. The proposal form was used in the bid package to quantify the costs of banking and overnight investment services. This form contained estimates of the activity level on an annualized basis and required banks to provide unit price information and the estimated annual cost for services. i In addition, the return on overnight investments was included on the proposal form. Estimated net return(cost) was calculated by adding the quoted price for each service activity and deducting the total from the estimated return on investments. Thus, the bid with the highest net return or lowest net cost, after deducting all banking service charges was determined to be the best bid for the City. An evaluation of the banking services proposals and the estimated annual net earnings(cost)for the four(4)banks is shown on attachment 1. The evaluation shows that Hibernia National Bank had the lowest net annual cost of$3,047. Bank One was second with a net cost of$21,045. Bank of America was third with a net cost of$26,902. Well Fargo could not be ranked because their proposal form was not completed, making the bid incomparable with the other bank's proposals. BUDGETARY IMPACT Funds are budgeted for this expenditure in the Cash Management Division. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Finance Officer. RECOMMENDED MOTION Approve/Deny resolution authorizing a depository agreement for banking services between the City of Beaumont and Hibernia National Bank for a three(3)year period commencing October 1, 2003 and ending September 30, 2006. Attachment 1 City of Beaumont Evaluation of Banking Services Proposals Bank of America Bank One Hibernia Wells Fargo Cost of Banking Services-Fee Basis Estimated Estimated Estimated Estimated Service Annual Charge Annual Charge Annual Charge Annual Charge Account Maintenance 960 1,128 336 (1) Deposits/Credits Posted 600 240 600 Items Deposited 14,125 16,875 15,000 Encoding Fee 5,400 0 3,600 Return Check Processing 4,250 3,050 3,425 Checks/Debits posted 2,700 3,240 2,700 Automated Transfers 480 0 0 Automated Stop Payments 250 250 300 Fine Sort of Checks/Imaging(2) 1,260 2,010 2,460 Paid List Reconciliation(3) 5,040 3,120 6,120 Check/debit fraud prevention services 0 960 480 Automated Wire Transfers Out 600 375 450 Automated Internal Transfers 175 0 175 Automated Incoming Wire Transfers 150 200 150 Automated Balance Reporting 21540 1,680 820 Payroll Direct Deposit 1,240 1,330 1,420 Automated Utility Bill Payments 2,020 1,720 1,000 Electronic Vender Payments 304 186 5 Trust Safekeeping Services 2,904 1,365 1,290 Rolled Coins Deposited 5 150 156 Currency Deposited/furnished 5,400 9,720 4,860 Pledged Collateral Fees 0 0 0 Overnight Sweep Acct.Maintenance(4) 900 1,800 0 FDIC Assessment Fee 400 146 0 Total Cost of Banking Services 51,702 49,545 45,347 Incomplete Net Earnings Calculation Interest Rates: (6) (7) (8) A. Concentration Account 0.81% 0.95% 1.41% B. Special Purpose Accounts 0.86% 0.95% 1.41% Total Annual Interest(5) 24,800 28,500 42,300 Net Annual Earnings(Cost) ($26,902 ($21,045 ($3,047 Incomplete (1) Wells Fargo did not submit pricing or interest information with proposal. (2) Bank of America and Bank One did not price year end check imaging CD rom,priced one per month. Year end CD rom not priced at Hibernia for comparability. (3) Bank One priced per item per month,Bank of America and Hibernia priced per account per month and per item per month. (4) Hibernia quoted checking with interest so sweep acct maintenance is not applicable. (5) Assumptions: 6 mo.avg.Fed Funds Rate=1.29%,6 mo.avg.90 day T-Bill Rate=1.14%,Interest credited monthly, Concentration acct daily balance=$2 million,Special Purpose accts daily balance=$1 million. (6) Bank of America quoted sweep acct invested in Nations Cash Reserve Class, 6 mo.avg.rate used for concentration account. Interest bearing DDA acct at 75%of Tbill rate for special purpose accounts. (7) Bank One quoted sweep acct invested in repurchase agreements. 6 mo.avg.rate used. (8) Hibernia quoted checking with interest,rate based on 90 day avg T-Bill rate plus 27 basis points. i 2 August 19,2003 Consider approving a request to abandon a 20'x 300' alley in Block 3,McFaddin First Addition h City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Stephen C. Richardson, Planning Manager MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 12, 2003 REQUESTED ACTION: Council consider a request to abandon a 20'x 300' alley in Block 3, McFaddin First Addition. RECOMMENDATION The Administration recommends approval of the request to abandon a 20' x 300' alley in Block 3, McFaddin First Addition. BACKGROUND Benn Bundy, the agent for W.E. Maier, is requesting the abandonment of the 20' x 300' alley in Block 3, McFaddin First Addition. Mr.Maier is under contract to sell his property at 1195 Gulf Street to a company from Houston. The building encroaches into the alley and he is concerned that this encumbrance could jeopardize the sale. This item was sent to all interested parties. Joe Majdalani, City of Beaumont Water Utilities Division,stated that the City has a 6"sanitary sewer line in the alley. Mr.Majdalani stated that there are several options available to the adjacent property owner concerning this sanitary sewer line. On August 5, 2003, Mr. Majdalani notified the Planning Manager that the sewer line had been addressed. Staff also received comments from Time Warner Cable. On June 19,2003,Time Warner Cable also agreed to the abandonment. BUDGETARYIMPACT None. PREVIOUS ACTION At a Regular Meeting held June 16, 2003, the Planning Commission voted 6:0 to approve the abandonment of a 20'x 300'alley in Block 3,McFaddin First Addition,subject to the owner of the adjacent property working out an agreement with the City of Beaumont on how to address the 6" sanitary sewer line in the alley and with Time Warner Cable on how to address the existing cable feeder in the alley. SUBSEQUENT ACTION None. RECOMMENDED BY Planning Commission, City Manager,Public Works Director and the Planning Manager. RECOMMENDED MOTION Approve/Deny the abandonment of a 20' x 300' alley in Block 3,McFaddin First Addition. i LEGAL DESCRIPTION FOR ORDINANCE PURPOSES Being a 20'x 300'alley in Block 3,McFaddin First Addition,beginning at the east right-of- way line of Jirou Street and extending in an easterly direction to the west right-of-way line of Gulf Street, containing 0.137 acres, more or less. ORDINANCE NO. ENTITLED AN ORDINANCE ABANDONING THE 20' x 300' ALLEY IN BLOCK 3, MCFADDIN FIRST ADDITION, IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. BE IT ORDAINED BY THE CITY OF BEAUMONT: THAT the 20' x 300' alley in Block 3, McFaddin First Addition as shown below and on Exhibits"A"and "B" attached hereto, be and the same is hereby vacated and abandoned: Being a 20'x 300' alley in Block 3, McFaddin First Addition, beginning at the east right-of-way line of Jirou Street and extending in an easterly direction to the west right-of-way line of Gulf Street, containing 0.137 acres, more or less. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of August, 2003. - Mayor Evelyn M. Lord - i FILE 652-OB: Request for the abandonment of a 20'z 300' alley right-of-way. NORTH E ��■�■ Location: Lots 1-12, Block 3, McFaddin First Addition - Applicant: Benn Bundy for W.E. Maier SCALE ....-...-- 1"=200' ~ 8 4 =a • ! r L�//?IINA AK - 59VLI L._v[ _ - - voprM C of ,iv. 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IIF.IrESSI•;NAI 300.00' ■ o c r' a II r 1 1 I PINIOt1 tilt. I1 •, �r'FF1r1 .,.1. 20• ALLIG' 250.UU' RID. GULECT, III-0 I.•1 NE "I u. q.1614 INCROACI1ML111. -A Iltl full � ao.r w.o soo so.o SET suFVEY i•.:Er-I 0. u.' SET - I,.r„ IAII (` , I I it LOT 8 LOT J LOT Ili 1 L01 1 1 I IUI 1.: W W I i � luT� I rt. 1::1) tut 11 1 : W F- I1LIu h a. �Nl v1U1� tll::<I' /1111111 'R 0 C A a S N i 1, 1, i . •o� :• N 11:15 1,1'LP -STUF I cc O + O LL 1 1:1. 11\ IUI \I l 11 y ° �. .. ° ..1 /.II' t•UI11•: � 1;111 t• "_ MEtLI BLL :.� it 11.I:�: 1111:111'.6 r. 1 11111:1.. I;.1 O I C�. I ^ ON 1 1958 x ui O ovt R11L J O • 'r• ELECrRKAL �' *� +' 6• CI r I— SERvict * OS ''' BI Y1.HOWELL iTOwsLL ' 1304 I1 T�AVEfa SE iET RT •{o _ 1e`I•..nl(I :► 0.2' I.R. .r. . .. J ASHLEY AVENUE 250.00• , 0,, 0, r o,e - �m.ZS'9 fir. ^s,.art � •t , :�: 1 � ,t� .,.. •,I ` � 2, -"1 rn alt (` 3 August 19,2003 Consider authorizing the City Manager to execute a contract for the Barscreen Area and Belt Press Conveyor Improvements at the Sanitary Sewer Treatment Plant .�r Cit y of Beaumont rr Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joseph Majdalani, Water Utilities Manager MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 8, 2003 REQUESTED ACTION: Council approval of a resolution authorizing the City Manager to execute a contract for the B arscreen Area and Belt Press Conveyor Improvements at the Sanitary Sewer Treatment Plant. RECOMMENDATION Administration recommends approval of a contract with Allco,Inc.,Beaumont,Texas,in the amount of $833,786.00 to install two (2) mechanical barscreens, two (2) conveyor systems, one (1) washer/compactor system, and two (2)pre-engineered pole buildings. The MBE goal will be met through subcontracts with the certified MBE firms of Gobert Trucking,and Texas Mechanical Specialty,Inc.,for atotal amount of$95,656.48. This amount represents 10.8 percent of the total bid. BACKGROUND The existing barscreens built in the early 1980's have deteriorated and the 1-inch openings allow excessive solids to infiltrate to the plant causing damage to the equipment and interrupting the operation. The existing conveyor system built in the early 1980's is in poor condition,breaks down on a regular basis and needs replacing in order to keep up with the daily sludge production. The primary goals of the project are to provide barscreens that will remove the majority ofthe solid waste before it is transferred to the plant,and to replace the belt press conveyor system to reduce high maintenance costs and to meet daily demands. BUDGETARY IMPACT Funds for the project are available in the Capital Improvement Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. i RECOMMENDED BY City Manager, Public Works Director, and Water Utilities Manager. RECOMMENDED MOTION: Approve/Deny a resolution authorizing the City Manager to execute a contract for Barscreen Area and Belt Press Conveyor Improvements at the Sanitary Sewer Treatment Plant. WUAgenBarscreensk.wpd August 8,2003 6 7-24-03; 4:08NM;Alan Mummer •� -• �� � �° OWE 606-0800 July 24,2003 Mr.Joe Majdalani,P.E. Water Utilities Manager,City of Beaumont 1350 Langham Rd. Beaumont,Texas 77704 Re: Barscreen and Belt Press Conveyor Improvements Recommendation of Award Dear Mr.Majdalani: Bids were opened at the Langham Road Offices ofthe Water Utilities Department of the City of Beaumont,in Beaumont,Texas at 2:00 p.m. on July 17,2003. A total of two bids were received and opened. Allco,Inc.is the apparent low bidder for the project base bid. The apparent low bidder's bid was properly submitted without any exceptions or additional statements. The four (4) published addenda were acknowledged on the proposal. There were five(5)bid alternates on this project. The alternate bid items,submitted by the apparent low bidder for the base bid, totaled One Hundred Seventy-five Thousand Six Hundred and Thirty-two Dollars and no cents ($175,632.00). Based on our review of alternate and base bid proposals,we do not recommend the City award any of the alternate bid items. Based on our review of the base bids received and the apparent low bidding contractor,we recommend that City of Beaumont award the contract to Allco,Inc. in the amount of Eight Hundred Thirty-three Thousand Seven Hundred and Eighty-six dollars and no cent ($833,786.00). Please contact me if you should have any questions regarding our recommendation. We look forward to working with you through the construction phase of this project. Sincerely, ALAN PLUMMER ASSOCIATES,INC. Alan R. Tucker,P.E. L:\Projects\606\0800\Doc\Corresp\bid-award.doc N N CITY OF BEAUMONT BARSCREEN AREA AND BELT PRESS CONVEYOR IMPROVEMENTS �h n rn BID SUMMARY Alan R.Tucker, P.E. 0 7/17/2003 Item Quantity Units Description Allco, Inc. Boyer, Inc. No. I I I Unit Cost Total Cost Unit Cost Total Cost Base Bid: Items No.1 through No.34 a 1 1 LS Sluice Gate Installation $146,610.00 $146,610.00 $232,604.00 $232,604.0 2 1 LS Rodney Hunt Sluice Gates $76,223.00 $76,223.00 $76,223.00 $76,223.0 3 1 LS Barscreen and Screw Conveyor Installation $399,915.00 $399,915.00 $586,003.00 $586,003.0 4 1 LS Replacement of Channel Access Hatches $15,528.00 $15,528.00 $32,760.00 $32,760.0 5 1 LS Installation of Wet Well Access Hatch $5,831.001 $5,831.00 $7,566.00 $7,566.0 6 1 LS Installation of New Belt Conveyor System $189,679.00 $189,679.00 $168,021.00 $168,021.0 Base Bid Total $833!786"001 $1,103_177.0 A-1 1 LS Cleaning Wet Well and Video Inspection $3,771.00 $3,771.00 $7,200.00 $7,200.0 A-2 1500 SF Repairing Concrete Damage up to 1-inch $26.08 $39,120.00 $8.00 $12,000.0 A-3 1500 SF Repairing Concrete Damage up to 2-inch $44.67 $67,005.00 $14.00 $21,000.0 A-4 1500 SF Application Corrosion Protective Coating $19.00 $28,500.00 $14.00 $21,000.0 A-5 1 LS Additional Dewatering and Pumping $37,236.00 $37,236.00 $24 360.00 $24.360.001, L N E Go E 7 a C Q Q N M O I CITY OF BEAUMONT SCHEDULE OF MBE PARTICIPATION (SCHEDULE C) Date of Repor 8=6-03 Department ar Screen Project No. Replacement Location Allco Ltd. Total Contract Amount $ 883,786.00 Name of Prime Contractor/Proposer i R i "Gobert Trucking 1390 Smoke In Bmt. TX Trucking N I mown at isc y �ime $35,472.21 exas ec anica Pi Specialties P.O. Box 7523 Bmt.`:TX Piping own a is g tome $60,184.27 The undersigned will enter into a formal agreement with MBE Contractors for work listed in this schedule conditioned upon execution of a contract with the City of Beaumont. NOTE: 1. Any business listed above must have Schedule.A on file with the City. 2. Schedule C is to be included with bid,and resubmitted at 500/6 and 100%of project completion. �. V — Signature T.W. Harrison General Partner Title 00201-4 i 4 August 19,2003 Consider authorizing the City Manager to execute a contract for the proposed chlorine building at Loeb Water Plant site II City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joseph Majdalani, Water Utilities Manager MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 8, 2003 REQUESTED ACTION: Council approval ofa resolution authorizing the City Manager to execute a contract for the proposed chlorine building at Loeb Water Plant site. RECOMMENDATION Administration recommends approval of a contract with Allco,Inc.,Beaumont,Texas,in the amount of $211,036.98 to construct a new chlorine building,driveway,parking area,and grade the site and improve the drainage at Loeb Water Plant site. The MBE goal will be met through subcontracts with the certified MBE firms of Gobert Trucking,Jam and Sons,and Texas Mechanical Specialty,Inc.,for a total amount of$21,845.66. This amount represents 10.4 percent of the total bid. BACKGROUND The existing chlorine building built in 1959 does not meet the new Texas Commission on Environmental Quality(TCEQ)regulations regarding the number of chlorine drums that should be housed inside the building. The chlorine is used in the water treatment process to meet the chlorine residual requirements. The primary goals of the proj ect are to provide a chlorine building large enough to house the required number of chlorine drums to meet TCEQ regulations and to improve the loading area to minimize potential risk hazards. BUDGETARY IMPACT Funds for the project are available in the Capital Improvement Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. iF RECOMMENDED BY City Manager, Public Works Director, and Water Utilities Manager. RECOMMENDED MOTION: Approve/Deny a resolution authorizing the City Manager to execute a contract for the proposed chlorine building at Loeb Water Plant site. WUAgenChlorBuildsk.wpd August 8,2003 CITY OF BEAUMONT SCHEDULE OF MBE PARTICIPATION (SCHEDULE C) ., Date of Report 8-6-08::" Departmenrhlorine Project No. Building Location @ Loeb Allco, Ltd. Total Contract Amount $ 210,936.98 Name of Prime Contractor/Proposer Gobert Trucking 1390 Smokey Ln Bmt. -TX Trucking Ntime wn a is 7,786.62 JAM & Sons 8040 Elrod Houston TX Rebar NQ�own.at is $6,547.20- Tex Mecl iical P.O. Box 7523 Bmt, TX Piping game 7,511 .84 ci.a es The undersigned will enter into a formal agreement with MBE Contractors for work listed in this schedule conditioned upon execution of a contract with the City of Beaumont. NOTE: 1. Any business listed above must have Schedule.A on file with the City. 2. Schedule C is to be included with bid,and resubmitted at 50 9/o and 100%of project completion. Signature T.W. Harrison General Partner Title 00201-4 F 8865 College St., Suite 100 Schaumburg & Polk, Inc. Beaumont, Texas 77707 C O N S U L T I N G E N G I N E E R S Phone (409 866-0341 FAX (409 866-0337 July 28, 2003 Mr. Joseph G. Majdalani, P.E. Water Utilities Manager City Of Beaumont P.O. Box 3827 Beaumont, Texas 77704 Re: City of Beaumont Proposed Chlorine Building Loeb Water Plant Site Recommendation of Award Dear Mr. Majdalani, Based on a review of bids received on Thursday, July 24, 2003, it is our recommendation that the above referenced project be awarded to Allco, Ltd, in the amount of$211,036.98. This award will include the Base Bid plus Additive Bid Item 5. Please call if you have any questions. Sincerely, Schaumburg & Polk, Inc. Je ey G. e ver7P.E. Vice President Attachment: Bid Tabulation 29 Received �wlw u m LOEB CHLORINE BUILDING � �tjpp OV SPI No.1054-CORR DFF%BM-R1054\docWoe072803ROA.doC A 7128/2003 �$lLgt54fit0- v� Bid Tabulation CITY OF BEAUMONT JEFFERSON COUNTY,TEXAS PROPOSED CHLORINE BUILDING LOEB WATER PLANT SITE Bid Date: THURSDAY,JULY 24,2003 AT 2:00 PM BIDDERS ALLCO,LTD. PLACO,LTD. BRYSTAR CONTRACTING,INC. P.O.BOX 3684 P.O.BOX 8120 8385 CHEMICAL ROAD BEAUMONT,TX 77704 LUMBERTON,TX 77657 BEAUMONT,TX 77705 Iternil Description Quant Units Unit Price Total Price Unit Price Total Price Unit Price Total Price 1. Mobilization costs, including insurance, worker I LS $8,400.00 $8,400.00 $7,900.00 $7,900.00 $10,000.00 510,000.00 compensation coverage & moving equipment to project area,all in strict accordance with plans& specifications; NOT TO EXCEED 4%OF THE TOTAL PROJECT BID for, 2. Limestone for driveway and parking area, 566 SY $20.03 $11,336.98 $22.95 $12,989.70 $21.75 $12,310.50 fumished and installed complete in place for the limits shown on the plans, including geotextile fabric and compaction all in accordance with plans and specifications for, 3. Chlorine Building constructed complete in place 1 LS $178,546.00 $178,546.00 $207,200.00 $207,200.00 $252,000.00 $252,000.00 including site preparation, excavation, fill, reinforced concrete foundation/floor slab, building including CMU walls, reinforced concrete roof, sidewalks, doors, painting, ventilation, conduit, trolley system including trolley beam and hoist, piping, lights and electrical and instrumentation all in accordance with plans and specifications for, 4. Site grading, complete, including drainage, 1 LS $6,002.00 $6,002.00 $16,900.00 $16,900.00 $8,100.00 $8,100.00 seeding and fertilizing all in accordance with plans and specifications for, TOTAL BASE BID ITEM $204,284.98 $244,989.70 $282,410.50 ALTERNATIVE BID ITEM 3A. Chlorine Building constructed complete in place 1 LS $268,123.00 $268,123.00 $313,000.00 $313,000.00 including site preparation, excavation, fill, R/C foundation/floor slab, Precast concrete walls and roof system, sidewalks, doors, painting, ventilation, conduit, trolley system including trolley beam and hoist, piping, lights and electrical and instrumentation all in accordance h plans and specifications for- TOTAL ALTERNATIVE BID ITEM $268,123.00 NO BID $313,000.00 Schaumburg & Polk,Inc. Bid Tab.xls 1 of 2 CONSULTING ENGINEERS Bid Tabulation CITY OF BEAUMONT JEFFERSON COUNTY,TEXAS PROPOSED CHLORINE BUILDING LOEB WATER PLANT SITE Bid Date: THURSDAY,JULY 24,2003 AT 2:00 PM BIDDERS ALLCO,LTD. PLACO,LTD. BRYSTAR CONTRACTING,INC. P.O.BOX 3684 P.O.BOX 8120 8385 CHEMICAL ROAD BEAUMONT,TX 77704 LUMBERTON,TX 77657 BEAUMONT,TX 77705 Iteml Description I Quantl Units Unit Price Total Price Unit Price Total Price Unit Price Total Price ADDITIVE BID ITEM 5. Provide all labor and materials to paint the I LS $6,752.00 $6,752.00 $9,500.00 $9,500.00 $7,950.00 $7,950.00 interior walls of the proposed chlorine building with two(2)coats of white epoxy paint,per Item 600, including all tools, equipment, surface preparation, drop cloths, masking and taping, and all necessary appurtenances, all in strict accordance with the plans and specifications for, TOTAL ADDITIVE BID ITENI $6,752.00 $9,500.00 $7,950.00 Contract Doenments Acknowledge Addenda's 1 thru 3 YES YES YES Bid Bond YES YES YES Bid Breakdown YES YES YES Corporate Resolution YES YES YES Information Required of Bidder YES YES YES Minoritv Business Utilization Commitment YES YES YES Schedule C MBE YES YES YES The Bid Proposals submitted have been reviewed, and to the best of my knowledge this is an accurate tabulation of the Bids received. BY: DATE: 7-.28-03 Schaumburg &Polk,Inc. Bid Tab.xls 2 of 2 CONSULTING ENGINEERS h 5 August 19, 2003 Consider authorizing the City Manager to increase the City ofBeaumont Digester Conversion Project amount for"extra work" h City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joseph G. Majdalani, Water Utilities Manager MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 12, 2003 REQUESTED ACTION: Council approval of a resolution authorizing the City Manager to increase the City of Beaumont Digester Conversion Project amount for "Extra Work." RECOMMENDATION Administration recommends approval of increasing the City of Beaumont Digester Conversion Project amount by $42,638.89 to install wall brackets for air piping, install beams to support SS pipe from the roof, conduct additional work on blowers, install pressure gauges for heat sensors, install sand and concrete in the valve box, install additional pipe hangers, extend masonry wall, install operator platforms on blower room, seal openings on roof, hook up switchgear to blowers, restrain air piping in the blower building, clean digesters#1 and#2, and delete two 16-inch valves. BACKGROUND On April 20, 2001, City Council authorized a contract for rehabilitation of the digester system in the total amount of $419,755. Water Utilities management subsequently determined that the digester system required conversion from an anaerobic to an aerobic process, requiring the purchase and installation of equipment necessary to perform the conversion. Change Order No. 1 authorized an increase in the contract of$104,938 to include the installation of equipment necessary to perform the conversion of the digester system. The scope of work included in that quotation did not include the necessary electrical system to power the equipment. Change Order No. 2 authorized a decrease in the contract amount of $103,345 after it was determined that the rehabilitation portion of the project based on the new scope of work could be performed for an amount less than the original bid. Change Order No. 3 authorized the increase in the contract amount of $28,094 to include the necessary electric system to power the equipment used to perform the digester conversion. l BUDGETARY IMPACT Funds for the project are available in the Water Utilities Fund. Approval of Change Order No. 1 increased the contract amount by $104,938, to a total of $524,693. Change Order No. 2 ' decreased the total by $103,345 to $421,348, Change Order No. 3 increased the contract by $28,094 to $449,442, and Change Order No. 4 and Final increases the contract by $42,638.89, for a total expenditure of $492,080.89, an increase of 17.23% over the original project bid of $419,755. x PREVIOUS ACTION Resolution 01-096 awarding the contract in the amount of$419,755 was passed by City Council on April 10, 2001. Resolution 02-007 increasing the contract in the amount of$104,938 for Change Order No. 1 was passed by City Council on January 8, 2002. Resolution 02-103 decreasing the contract in the amount of$103,345 for Change Order No. 2 was passed by City Council on May 7, 2002. Resolution 02-103 increasing the contract in the amount of$28,094 for Change Order No. 3 was passed by City Council on May 7, 2002. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director, and Water Utilities Manager. RECOMMENDED MOTION: Approve/Deny a resolution authorizing the City Manager to execute Change Order No. 4 and Final increasing the amount by$42,638.89 to the contract for Rehabilitation and Conversion of the Digester System with Allco, Inc. APPROVAL OF CONTRACT CHANGE Change Order No.4 and final Date:August 12,2003 Project: City of Beaumont Digester Conversion Owner. City ofBeaumont P.O.Box 3827 Beaumont,Texas 77704 Contractor: Allco,Inc. P.O.Box 3684 Beaumont,Texas 77704 To the Owner: Approval of the following contract change is requested. Reason for Change:To increase the contract amount for"Extra Work-performed by the contractor as described below: ORIGINAL CONTRACT AMOUNT $419,755.00 CHANGE ORDER No.1 +104.938.00 (Equipment purchased to convert digesters from anaerobic to aerobic) CHANGE ORDER No.2 - 103.345.00 (Change in the scope of the rehabilitation project) CHANGE ORDER No.3 + 28.094.00 (Purchase of electric equipment to power the digesters) TOTAL CONTRACT AMOUNT+CHANGE ORDERS No.1,2 AND 3 S 449.442.00 THIS CHANGE ORDER: Description Net Change Wall brackets for air piping + 1,750.00 Beams to support SS pipe from roof + 6.134.00 Additional work on blowers + 569.00 Install pressure gauges for heat sensors + 599.50 Install sand&conc in valve box + 681.00 Install additional pipe hangers + 2.468.00 Additional work as specified + 3.875.83 Extend masonry wall + 5,092.00 Install oper platforms on blower room + 6.181.00 Seal openings on roof + 1.868.00 Hook up switchgear to blowers + 575.00 Restrain air piping in blower bldg + 4,164.00 Delete(2)16"valves(Ltr 8-14-02) - 2.700.00 Digester#20-tr 7-14-03) + 6250.18 Digester#la&7-14-03) + 5.131.38 TOTAL AMOUNT OF THIS CHANGE ORDER: S+42,638.89 TOTAL REVISED CONTRACT AMOUNT INCLUDING THIS CHANGE ORDER: $ 492,080.89 CONDITION OF CHANGE: "Contractor acknowledges and agrees that the adjustments in contract price and contract time stipulated in this Change Order represents full compensation for all increases and decreases in the cost of and the time required to perform the entire work under Contract arising directlyor indirectly from this Change Order and all previous Change Orders.Acceptance ofthis waver constitutes an agreement between Owner and Contractor that the Change Order represents an all inclusive,mutually agreed upon adjustment tothe Contract,andthat Contractorwillwaive allrightsto file a claim on this Change Orderatter it is properly executed°' Recommdnded By: Approved By: Accepted,By: Joseph O.Majdala n,P.E. City of Beaumont Alice,Inc. Water Utilities Manager Owner Contractor Date: 8 L Date: Date: It Oj I: 6 August 19,2003 Consider approving a six (6) month contract for the purchase of asphaltic concrete for use in the Public Works Department C ity of Beaumont u Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 12, 2003 REQUESTED ACTION: Council approval of a six (6) month contract for the purchase of asphaltic concrete. RECOMMENDATION Administration recommends award of a six (6) month contract to APAC-Texas, Inc. for purchasing asphaltic concrete at the unit costs stated below with an estimated total contract expenditure of$94,000. BACKGROUND Bids were requested for a six (6) month contract for asphaltic concrete for use by the Public Works Department, Streets and Drainage Division. Cold laid asphaltic concrete is used for repairing potholes and small sections of street, while hot laid asphaltic concrete is used for repairs to larger street sections. It is estimated that approximately 3,000 tons of asphaltic concrete will be used during the term of the contract. Five (5) vendors were notified with one (1) responding with a bid as reflected below. Specifications requested pricing for both plant pickup by City personnel and jobsite delivery by the vendor. The bidder met all product requirements specified. BUDGETARY IMPACT The contract provides for the vendor to furnish asphaltic concrete at the following fixed unit prices: $31 per ton for hot laid concrete -plant pickup, $34.30 per ton for jobsite delivery; and $32 per ton for cold laid concrete - plant pickup, $35 per ton for jobsite delivery. The total estimated expenditure is $94,000 for the six (6) month period. The prior contract period prices were as follow: $30 per ton for hot laid concrete -plant pickup, 1 Six(6)Month Contract for Asphaltic Concrete August 12,2003 Page 2 ton for jobsite delivery. Funds are available for this expenditure in the Public Works Department's operating budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Public Works Director. RECOMMENDED MOTION Approve/Deny award of a six (6) month contract for purchasing asphaltic concrete to APAC- Texas,Inc. at the following unit prices: $31 per ton for hot laid concrete-plant pickup, $34.30 per ton for jobsite delivery; and $32 per ton for cold laid concrete - plant pickup, $35 per ton for jobsite delivery. 7 August 19,2003 Consider approving a contract for the purchase of asphalts, oils and emulsions for use in the Public Works Departments i P.. City of Beaumont � Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 8, 2003 REQUESTED ACTION: Council approval of an annual contract for the purchase of asphalts, oils, and emulsions. RECOMMENDATION Administration recommends award of an annual contract to Koch Materials Company of Houston, and Bridges Asphalt of Garland, Texas at the unit costs reflected in the attached bid tabulation. BACKGROUND Bids were requested for an annual contract for asphalts, oils and emulsions for use by the Public Works Department, Streets and Drainage Division. The materials are used as bonding agents in the maintenance and repair of streets. The bonding agents increase the longevity of the patching material used in potholes and various areas of damage. The products included in this bid are listed below. Bid notices were provided to five (5) vendors with three (3) responding with bids. The contract provides for the vendor to furnish asphalts, oils and emulsions at the following fixed unit prices: Product Description Rec©mmended Award Unit Prlce/Gal RC-250 Bridges Asphalt $3.50 SS-1 Koch Materials $0.70 RS-2 Koch Materials $0.70 AES-300 Koch Materials $0.74 Annual Contract for Asphalts, Oils and Emulsions August 8, 2003 Page 2 ti- 3' odt°D'eser> az 1ecinwedAa�rdTuit P , e l at AE-P Koch Materials $0.85 BUDGETARYIMPACT Prior year contract costs per gallon for each product are as follow: SS-1 at$0.60; RS-2 at$0.60; AES-300 at $0.65; and AE-P at $0.72. Total estimated annual expenditure is $66,900.00. Funds are available for this expenditure in the Streets and Drainage Division's operating budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Public Works Director. RECOMMENDED MOTION Approve/Deny award of a one (1) year contract for purchasing asphalts, oils and emulsions to Koch Materials Company at the following unit costs per gallon: RC-250 at$3.50; SS-1 at$0.70; RS-2 at $0.70; AES-300 at $0.74; and AE-P at $0.85. BID TABULATION FOR ASPHALTS,OILS AND EMULSIONS BID NUMBER: RF0603-47 BID OPENING DATE:7/24/03 �— FKoch Materials Co. Bridges Asphalt Performance Grade Asphalt Est.Qty.(Gal.) —Description Houston,TX J Garland,TX Hitchcock,TX Unit Total �- Unit Total Unit Total 1,000 RC-250 - _ �— $0.00 $3.50 $3,500.00 N/B $0.00 3,000 _ SS-1 $0.70 $2,100.00' $1.10 $3,300.00 $0.88 $2,640.00 30,000 RS-2 $0.70 $21,000.00` $1.10 $33,000.00 $0_.85 $25,500.00 20,000 AE -300 $0.74 $14,800.00 $1.20 $24,000.00 N/B $0.00 30,000 AE-P $0.$-a $2a-500,00: $1.30 $39,000.00 $0.90 $2 Total Bid 7,000.00 $63,400.00 $102,800.00 $55,140.00 [- Location of Plant Port Neches,TX - -- — — Port Neches,TX Hitchcock,TX i 8 August 19,2003 Consider approving a six(6)month contract for the purchase of liquid chlorine for use in the Water Utilities Division i „cqI...Q-1 City of Beaumont -, < Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 8, 2003 REQUESTED ACTION: Council approval of a six (6) month contract for the purchase of liquid chlorine. RECOMMENDATION Administration recommends award of a six(6)month contract for the purchase of liquid chlorine to Altivia Corporation of Houston, Texas at the unit cost of$399.00 per ton. BACKGROUND Bids were requested for a six(6) month contract for liquid chlorine for use by the Public Works Department, Water Utilities Division. The chemical is used to disinfect and purify the water supply. Bid notices were provided to five (5) vendors with two (2) responding with bids. The product of each bidder met all certifications specified. The bids received were as follow: iTendor Price Per Tire Est. Aunual Ex riditure! Altivia Houston, Texas $399.00 $55,860.00 I �l DXI Industries, Inc. $500.00 $70,000.00 Houston, Texas BUDGETARY IMPACT The previous contract price was $330.23 per ton. Funds are available for this expenditure in the Water Utilities Division's operating budget. Six(6)Month Contract for Liquid Chlorine August 8, 2003 Page 2 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director and Public Works Director. RECOMMENDED MOTION Approve/Deny award of a six (6) month contract for purchasing liquid chlorine to Altivia Corporation at the unit price of$399.00 per ton. I: 9 August 19,2003 Consider approving the purchase of Self Contained Breathing Apparatus(SCBA) and air cylinders for use in the Fire Department .l City of Beaumont �• Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 12, 2003 REQUESTED ACTION: Council consideration of the purchase of Self Contained Breathing Apparatus (SCBA) and air cylinders. RECOMMENDATION Administration recommends the purchase of sixteen(16)SCBA units and air cylinders for$56,500.80 from Dooley Tackaberry, Inc. of Deer Park, Texas for the Beaumont Fire Department. BACKGROUND The SCBA breathing mask and air cylinders are used to provide a safe supply of fresh air to firefighters while working in hazardous environments. The air cylinders provide forty-five (45) minutes of compressed breathing air which flows into the firefighter's full-face SCBA breathing mask. In 1999, the Fire Department implemented a replacement program for SCBA units. Each unit has a life of approximately fifteen(15)years. The Fire Department has ninety-six(96) SCBA units and continuously replaces units as they become obsolete. In 2002,the Federal Emergency Management Agency(FEMA)awarded the Fire Department a grant that provides reimbursement of the purchase price of equipment after a 30% matching funds requirement is met. In December of 2002, the Fire Department purchased six(6) SCBA units for a total of$21,505.08. That purchase satisfies the matching funds requirement and qualifies the City for reimbursement of the purchase price of the sixteen(16)SCBA units being considered at this time. Bids were solicited from Scott brand distributors for sixteen(16)SCBA units,Model 804847-0302, and sixteen (16) Model 804722-01 45-minute air cylinders. Additionally, distributors were asked to provide a trade-in allowance for sixteen(16)obsolete MSA brand 4500 Mask Mounted Regulator units. Ten(10) vendors were notified and the following three (3)bids were received: Purchase of Self Contained Breathing Apparatus August 12, 2003 Page 2 VENDOR SCBA AIR TRADE-IN TOTAL CYLINDER ALLOWANCE Dooley Tackaberry, Inc. $2,920.00/ea. $641.30/ea. $30.00/ca. $56,500.80 Deer Park,TX Four Alarm Fire Equipment $2,955.00/ea. $649.00/ea. $0.00/ea. $57,664.00 Houston, TX Hagemeyer North America $3,812.67/ea. $837.69/ea. $ 0.00/ea. $74,405.76 Beaumont, TX BUDGETARY IMPACT Federal Emergency Management Agency (FEMA) will reimburse the City $56,500.80 for the purchase of sixteen(16) SCBA units and air cylinders. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Fire Chief. RECOMMENDED ACTION Approve/Deny the purchase of sixteen(16)SCBA units and air cylinders for$56,500.80 from Dooley Tackaberry, Inc. of Deer Park, Texas. City ® Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS AUGUST 19, 2003 1:30 P.M. CONSENT AGENDA Approval of minutes Confirmation of committee appointments Beauregard Brown would be appointed to the Community Development Advisory Committee. The term would commence August 19, 2003 and expire August 18, 2005. (Councilmember Andrew P. Cokinos) Carolyn Howard would be appointed to the Keep Beaumont Beautiful Commission. The term would commence August 19, 2003 and expire August 18, 2005. (Councilmember Andrew P. Cokinos) Carolyn Mattingly would be appointed to the Library Commission. The current term would commence August 19, 2003 and expire August 18, 2005. (Councilmember Andrew P. Cokinos) Brenda Manuel would be appointed to the Parks& Recreation Advisory Committee. The term would commence August 19, 2003 and expire August 18, 2005. (Councilmember Nancy Beaulieu) Adrian Hudspeth would be appointed as Vice-Chairman of the Keep Beaumont Beautiful Commission. The term would commence August 19, 2003 and expire August 18, 2004. (Mayor Evelyn M. Lord) A) Approve a resolution authorizing the acceptance of a general utility easement A City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joris P. Colbert, City Engineer MEETING DATE: August 19, 2003 AGENDA MEMO DATE: August 11, 2003 REQUESTED ACTION: Council consider a resolution authorizing the acceptance of a general utility easement across a 12.600 acre tract. RECOMMENDATION Gene A. Van Meter, Paul D. Drawhorn, L. Elray Wilson and Wallace A. Domingue, Jr., owners of a 12.600 acre tract of land out of Block 37 of the Cartwright and Roberts Subdivision "A", have agreed to convey the following easement to the City of Beaumont: 50' wide general utility easement - 1.776 acre easement out of Block 37, Cartwright and Roberts Subdivision "A", David Brown Survey, Abstract 5 Administration recommends acceptance of the easement. BACKGROUND The easement is to be used to accommodate the construction, alteration, operation and maintenance of the utility improvements and their appurtenances. BUDGETARY IMPACT None. PREVIOUS ACTION None. SUBSEQUENT ACTION None. i. RECOMMENDED BY City Manager, Public Works Director and City Engineer. RECOMMENDED MOTION Approve/Deny a resolution authorizing the acceptance of a general utility easement across a 12.600 acre tract. Wanmeter_esmt-ib.wpd August 11,2003 SUBJECT 50' GENERAL UTILITY FG�S �" EASEMENT 0 1 Hoswca Z COLL x `" aB LMONT a w w M1LAM a a a MILAM w = 1.776 ACRES J � ti K ro u BOLIVAR 3o Z K CORLE a CDR Y a BLOCK 37, a CARTWRI&I o CARTWRIGHT AND ROBERTS "A" EE R BE S of R= OUT OF Tw a a a TERRELL D. BROWN SURVEY S m to SQ �rx ABSTRACT 5 Cdw N a EUCF- 2 mil° No PARISH EL OWNER= PROCTO WAV GENE A. VAN METER, ET AL PIERR W 61E MO A � DIREC f- IMPSO ST � TORS SIMON Q� w GL ROW w 4G x F w ED W ti LEGEND L❑CATI❑N MAP N.T.S. ® SUBJECT PROPERTY 23RD STREET 356.28' - 153.14' 153.14' N WASHINGTON MANOR UNITY CHURCH OF BEAUMONT, INC. °1 m W m � Q m N N N 'I N 0) ol 3 75 Z W E W WASHINGTON MANOR Li r F- m � m :D i Ln IJ a 6 C�q, �f9, �R u N.T,S. EXHIBIT"A" APPROVAL OF CONTRACT CHANGE Change Order No.4 and final Date:August 12,2003 Project: City of Beaumont Digester Conversion Owner. City of Beaumont P.O.Box 3827 Beaumont,Texas 77704 Contractor: Alico,Inc. P.O.Box 3684 Beaumont,Texas 77704 To the Owner: Approval of the following contract change is requested. Reason for Change:To increase the contract amount for"Extra Work"Performed by the contractor,as described below: ORIGINAL CONTRACT AMOUNT CHANGE ORDER No. 1 419,755,00 + 104,938.00 (Equipment purchased to convert digesters from anaerobic to aerobic) CHANGE ORDER No 2 (Change in the scope of the rehabilitation project) :-103.345.00 CHANGE ORDER No.3 (Purchase of electric equipment to power the digesters) + 228.094.00 TOTAL CONTRACT AMOUNT+CHANGE ORDERS No. 1,2 AND 3 1419,442.00 THIS CHANGE ORDER: _Description Net Change Wall brackets for air piping + 750 UO Beams to support SS pipe from roof +_ 6 134 OU Additional work on blowers Install Pressure + 569.00 P gauges for heat sensors Install sand&conc in valve box + 599.50 Install additional P r hangers X00 Additional work as specified + 2,468.00+ 3.875.83 Extend masonry wall +_ 5,092_00 Install oper platforms on blower room + 6,181.00 Seal openings on roof + 1,868.00 Hook up switchgear to blowers Restrain air piping in blower bldg + 575.00 Delete(2) 16"valves(Ltr 8-14-02) ±--_4.164.00 Digester#2(Ltr 7-14-03) =__2 ..700.00 Digester#1(Ltr 7-14-03) + 6.250.18 + 5,131.38 TOTAL AMOUNT OF THIS CHANGE ORDER: S+42,638.89 TOTAL REVISED CONTRACT AMOUNT INCLUDING THIS CHANGE ORDER: $ 492,080.89 CONDITION OF CHANGE: "Contractor acknowledges and agrees that the adjustments in contract price and contract time stipulated in this Change Order represents full compensation for all increases and decreases in the cost of�and the time required to perform the entire work under Contract arising directly or indirectly from this Change Order and all previous Change Orders, constitutes an agreement between Owner and Contractor that Acceptance ofthis waver the Change Order represents an all inclusive,mutually agreed upon adjustment to the Contract,and that Contractor will waive all rights to file a claim on this Change Order after it is properly executed." Recorrundnded By: Approved PP B}+: Accepted By. 1 Joseph G.Majdala r,P.E. City of Beaumont Water Utilities Manager Owner Antra Inc. Contractor Date: S L Date: Date: I1- Oj