HomeMy WebLinkAboutPR 19336: ONE YEAR AGREEMENT WITH SIDDONS-MARTIN EMERGENCY GROUP ,,,,
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INTEROFFICE MEMORANDUM
Office of the Fire Chief
Date: March 14. 2016
To: Brian McDougal, City Manager
From: Larry Richard, Fire Chief
RE: Proposed Resolution 19336
Nature of the Request:
That the City Council authorize the City Manager to execute a contract with Siddons-Martin
Emergency Group of Port Arthur and Houston, Texas. The contract is for maintenance
and repairs of fire apparatus.
Staff Analysis, Considerations:
The Port Arthur Fire Department operates a number of fire apparatus and special service
response vehicles, the proper servicing and repair of these vehicles are absolutely necessary to
ensure both their longevity and their performance dependability. For the last three years,
Siddons-Martin Emergency Group has performed maintenance and repairs to the Fire
Department's fleet with positive results. Siddons-Martin Emergency Group, headquartered in
Houston, Texas, and with a service facility in the City of Port Arthur Section 4A Business Park,
was the only vendor that responded to the RFP and provided a proposal, which the Fire
Department considers market rates for the desired fleet services. Siddons-Martin has performed
the requested services dependably in the past.
Recommendations:
The Fire Department recommends approval of this resolution.
Budget Considerations:
This contract has a proposed budgetary impact of $175,000, which is budgeted in Fire
Department Vehicle Maintenance Account No. 001-1121-522.43-00, and will be included in two
budget cycles.
"Remember we are here to serve the Citizens of Port Arthur"
P. O.BOX 1089 * PORT ARTHUR,TEXAS 77641-1089 * 409/983-8101 *FAX 409/982-6743
P.R. No. 19336
ldr 3/14/16
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
ONE YEAR AGREEMENT WITH SIDDONS-MARTIN EMERGENCY
GROUP OF PORT ARTHUR AND HOUSTON, TEXAS, FOR
PREVENTIVE MAINTENANCE AND REPAIR TO FIRE DEPARTMENT
FIRE APPARATUS AND OTHER SPECIAL RESPONSE VEHICLES,
WITH A PROJECTED BUDGETARY IMPACT OF $175, 000 . 00 ;
FUNDING AVAILABLE IN FIRE DEPARTMENT VEHICLE
MAINTENANCE ACCOUNT NO. 001-1121-522 . 43-00 .
WHEREAS, the Port Arthur Fire Department operates a number
of fire apparatus and special service response vehicles; and
WHEREAS, these vehicles represent a substantial investment
of federal, state, and local money; and
WHEREAS, these vehicles are expected to have a service life
of fifteen (15) plus years; and
WHEREAS, the proper servicing and repair of these vehicles
are absolutely necessary to ensure both their longevity and
their performance dependability under situations which cannot
abide untimely failure; and
WHEREAS, for the last three years Siddons-Martin Emergency
Group, which specializes in emergency vehicle servicing, has
performed maintenance and repairs to the Fire Department' s fleet
with positive results; and
WHEREAS, the Fire Department is better served by a contract
with fixed pricing and performance parameters, rather than an ad
hoc arrangement; and
WHEREAS, pursuant to 252 . 042 of the Texas Local Government
Code, the Purchasing Division advertised for requests for
proposals for contracted fleet service for fire apparatus and
special service response vehicles in the Port Arthur News; and
WHEREAS, Siddons-Martin Emergency Group, headquartered in
Houston, Texas, and with a service facility in the Port Arthur
business Park, was the only responder to the RFP and quoted what
the Fire Department considers market rates for the desired fleet
P.R. No. 19336
ldr 3/14/16
services, and that Siddons-Martin has performed the requested
services dependably in the past.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are
true and correct.
Section 2. That the City Manager is hereby authorized and
directed to execute a one (1) year contract, with the option to renew
for two (2) additional one year periods, with Siddons-Martin Emergency
Group, in substantially the same form attached hereto as Exhibit "A",
with a projected budgetary impact of $175, 000.
Section 3. That a copy of the caption of this resolution shall
be spread upon the Minutes of the City Council.
READ, ADOPTED AND APPROVED on this day of
2016, at a Regular Meeting of the City Council of the City of Port
Arthur, Texas, by the following vote: AYES
Mayor:
Councilmember:
NOES:
Deloris Prince, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS 0 FORM:
'\//7,6?-
Val Tizeno, City Atrorney
P.R. No. 19336
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APPROVED FOR ADMINISTRATION:
Brian McDougal, City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
Jerry Dale, CPA/GFOA 349/6
Interim Finance Director
l/ W
Clifton Williams, CPPB
Acting Purchasing Manager
P.R. No. 19336
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EXHIBIT "A"
CONTRACT FOR PREVENTATIVE MAINTENANCE AND REPAIRS
PORT ARTHUR FIRE DEPARTMENT FIRE APPARATUS AND SPECIAL
SERVICE RESPONSE VEHICLES
THIS AGREEMENT,made this day of , 2016, by and between the City of Port
Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called
"Owner" or "City" and SIDDONS-MARTIN EMERGENCY GROUP, a Corporation herein
acting by and through its agent , hereinafter called "Contractor".
WITNESSETH: That for and in consideration of the payments, terms, conditions, and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1) The Port Arthur Fire Department operates a number of fire apparatus and special response
vehicles such as engines, hydraulic ladders, and hazardous materials units which require
semi-annual preventative maintenance and repairs when required.
2) The Contractor specializes in emergency vehicle servicing and repairs, which the contractor
agrees to perform as outlined in the Contract Documents.
3) The term of the Contract is for a one (1) year period with an option to renew for two (2)
additional one-year periods, subject each year to the mutual agreement of the parties.
4) The term"Contract Documents"means and includes the following:
1. Agreement
2. Specifications and other terms and conditions as outlined in the Request
for Proposals
3. Proposal
5) This agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors and assigns.
6) IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed by
their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed
an original on the date first written above.
Executed on the day of , 2016.
OWNER:
CITY OF PORT ARTHUR
BY:
Brian McDougal, City Manager
ATTEST:
Sherri Bellard, City Secretary
Executed on the day of , 2016.
CONTRACTOR:
SIDDONS-MARTIN EMERGENCY GROUP
By:
Print Name:
Title:
WITNESS:
Print Name:
Title:
DELORIS"BOBBIE"PRINCE,MAYOR , I/ BRIAN MCDOUGAL
KAPRINA RICHARDSON FRANK,MAYOR PRO TEM \ CITY MANAGER
COUNCIL MEMBERS: City of , .�v �_ SHERRI BELLARD,TRMC
CITY SECRETARY
RAYMOND SCOTT,JR. J
TIFFANY HAMILTON
MORRIS ALBRIGHT,III o r t 1 1 It 11 r VAL TREND
STEPHEN MOSELY CITY ATTORNEY
WILLIE`BAE"LEWIS,JR. Texas
OSMAN SWATI
CHARLOTTE MOSES
February 16, 2016
REQUEST FOR PROPOSAL
FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m.,
Central Standard Time,Wednesday, March 9,2016. (The clock located in the City Secretary's
office will be the official time.) All proposals received will be read aloud at 3:15p.m. on
Wednesday, March 9, 2016 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX.
Proposals will be opened in a manner to avoid public disclosure of contents; however, only the
names of proposers will be read aloud.
MARK ENVELOPE: P16-011
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies of
your RFP to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET,4th Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Request for Proposal should be directed in writing to:
City of Port Arthur, TX
Clifton Williams, Acting Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Shawna Tubbs,CPPO,CPPB
P.O.Box 10891444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291
The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for
your convenience in submitting proposals for the enclosed referenced services for the City of Port
Arthur.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals
shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand
corner of the envelope.
ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE
OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed
RFP submittal arrives at the above location by specified deadline regardless of delivery method
chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted.
Clifton Williams, CPPB
Acting Purchasing Manager
Page 2 of 19
REQUESTS FOR PROPOSALS
FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT
(To be Completed ONLY IF YOU DO NOT BID.)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY
RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will
be reinstated upon request.
In the event you desire not to submit a bid,we would appreciate your response regarding the
reason(s). Your assistance in completing and returning this form in an envelope marked
with the enclosed bid would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State, Zip Code: Date:
Page 3 of 19
City of Port Arthur
Request for Proposals
Fire Apparatus Preventive Maintenance and Repair
OBJECTIVE:
The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor to
perform preventive maintenance (PM) and repairs to city-owned fire apparatus and other special
service response vehicles. Service rendered by the Proposer shall take place at either City or
worksite where the apparatus is assigned/located or at the Proposer's service facility. The
contractor shall be able to perform preventive maintenance (PM) and repairs as specified in this
RFP to specified city—owned fire apparatus, and special service response vehicles.
SCOPE OF SERVICE:
The Proposer shall provide scheduled preventive maintenance (PM), remedial repairs, parts
acquisition, and other associated services.
The Proposer will furnish all necessary supervision, labor, parts, supplies and, with prior approval
of an authorized fire department representative, sub-contract work, required to maintain the fleet
in a state-of-repair and service consistent with generally accepted fleet practices and as more
specifically defined in this RFP.
This is a one (1) year contract with the option to renew for two (2) additional one year periods,
subject to the approval of both parties.
PREVENTIVE MAINTENANCE:
A preventive maintenance(PM)program will be established for all Fire vehicles and equipment that are
the responsibility of the Proposer.
Although subject to change as agreed by the Proposer and the Port Arthur Fire Department the PM work
will meet the following minimum requirements:
As a minimum,the following items will be required during each PM.
Semi Annual PM Service for Aerials—Pumpers—Rescues
1. Change engine oil filter
2. Inspect engine air filter(a separate charge will apply only if filter is needed)
3. Complete chassis lubrication
4. Check and top off transmission fluid level
5. Check and top off differential fluid level(s)
6. Check and top off pump fluid level
7. Check and top off engine coolant level
8. Check and top off power steering fluid level
9. Check and top off brake fluid level (as applicable)
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10. Check and top off windshield washer fluid
11. Check and top off priming tank reservoir(as applicable)
12. Check and top off hydraulic ladder rack fluid
13. Check and adjust all tire pressures
14. Road test apparatus
15. Perform complete vehicle inspection per inspection list
16. Provide complete documents describing work performed, completed inspection
report which includes estimates for repairs needed other than described in the
normal maintenance listed above. (See required inspection guideline list)
Annual PM Service for Aerials—Pumpers—Rescues:
1. Change engine oil and filter
2. Inspect engine air filter(a separate charge will apply if filter is needed)
3. Change fuel filter(s)
4. Change coolant filter(s)
5. Change transmission fluid and filter(s)
6. Change pump fluid
7. Change differential fluid
8. Complete chassis lubrication
9. Check and top off power steering fluid level
10. Check and top off brake fluid level (as applicable)
11. Check and top off windshield washer fluid
12. Check and top off priming tank reservoir(as applicable)
13. Check and adjust all tire pressures
14. Check and replace hydraulic fluid and filter in CAFS compressor
15. Inspect all aerial hydraulic cylinders (as applicable)
16. Inspect and adjust aerial cables(as applicable)
17. Clean and lubricate all ladder points (as applicable)
18. Change hydraulic fluid and filters for aerial device (a separate charge will apply if
this service is needed)
19. Perform aerial drift test
20. Road test apparatus
21. Perform complete vehicle inspection per inspection list
22. Provide complete documents describing work performed, complete inspection
report which includes estimates for repairs needed other than described in the
normal maintenance listed above. (See required inspection guideline list)
Page 5 of 19
General Terms:
a. The majority of the Port Arthur Fire Department fleet subject to the services
associated with this RFP consists of Pierce fire apparatus. The Proposer must be
capable of providing Pierce authorized warranty work on those vehicles still subject
to warranty. The Proposer's mechanics who will be working on fire department
apparatus will be certified by a recognized certifying authority in the respective
field.
b. When the Proposer must subcontract work, the Proposer will obtain permission
from an authorized representative of the Port Arthur Fire Department for such
work, and the Proposer will act as the agent for the department, securing qualified
work at appropriate pricing.
c. Proposer's facilities and equipment may be a factor in determining whether the
Proposer is capable of performing the requested services, therefore, Proposer's
facilities and equipment may be subject to inspection by the department.
d. Parts and materials used for service or repair shall be equal to or exceed the quality
of the original parts and materials.
e. Parts and materials furnished by the Proposer shall be subject to the manufacturer's
warranty.
f. The Proposer shall be responsible to replace parts or materials which fail or do not
perform during the warranty period at no additional cost.
g. The Proposer shall warranty the service component of the work for a period of
ninety days from the date of the original service.
Page 6 of 19
The City of Port Arthur requires comprehensive responses to every section within this RFP.
Conciseness and clarity of content are emphasized and encouraged. Vague and general
proposals will be considered non-responsive and will result in disqualification. To facilitate
the review of the responses, Firms shall follow the described proposal format. The intent of
the proposal format requirements is to expedite review and evaluation. It is not the intent to
constrain proposers with regard to content, but to assure that the specific requirements set
forth in this RFP are addressed in a uniform manner amenable to review and evaluation.
Failure to arrange the proposal as requested may result in the disqualification of the
proposal. It is requested that proposals be limited to no more than 50 pages, excluding
resumes. All pages of the proposal must be numbered and the proposal must contain an
organized, paginated table of contents corresponding to the sections and pages of the
proposal.
E VAL UATION CRITERIA:
The Proposer shall provide the following information:
EXPERIENCE:
1. Proposer's performance in fleet preventive maintenance and repair services for
governmental entities or other clients. Proposer should indicate the number of years
of experience the firm has in performing fleet preventive maintenance services and repairs
with fleets of comparable size to the City or other clients.
2. The mechanics assigned by the Proposer shall specialize in fire apparatus
maintenance and repair. This experience shall be documented in a resume for each
staff member of the organization that will be selected to provide service to the City.
REFERENCES:
Include three (3) business references for which similar services have been provided. Include the
following:
1. The period for which you have provided this service;
2. A brief description of the scope of work; and
3. Contact name, title, address, and telephone number.
The Proposer hereby authorizes and requests any person, firm, corporation and/or government
entity to furnish any information requested by the City in verification of the references provided
and for determining the quality and timeliness of providing the services.
PRICING:
Labor rates, parts mark-up, and materials mark-up competitive with service and repairs typical for
fire apparatus.See Appendix A
LOCATION:
Transporting fire apparatus by wrecker can be costly; therefore, qualified Proposers who are
located within a fifty mile distance from the City will be given greater consideration.
Page 7 of 19
QUALITY OF RESPONSE:
Completeness of the response to this RFP including submission of all checklist documents.
SELECTION PROCESS:
All applications will be screened by an evaluation committee and those applicants selected for a
short list may be invited to attend an interview, at the applicant's own expense. The City shall not
incur any costs for applicant preparation and/or submittal of qualifications.
The City will evaluate all responses based on the qualifications, past performance and project
approach. The City reserves the right to negotiate the final fee prior to recommending any
business for a contract.
The City's process is as follows:
1. The evaluation committee shall screen and rate all of the responses that are submitted.
Evaluation ratings will be on a 100 point scale and shall be based on the following
criteria:
a. Experience .. 50 pts
b. References 20 pts
c. Pricing 20 pts
d. Location 5 pts
e. Quality of Response 5 pts
2. City staff shall recommend the most qualified business to the City Council and request
authority to enter into a contract.
3. When services and fees are agreed upon, the selected business shall be offered a
contract subject to City Council approval.
4. Should negotiations be unsuccessful, the City shall enter into negotiations with the
next, highest ranked business. The process shall continue until an agreement is reached
with a qualified business.
5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred
in the preparation and presentation of a response. All finalist(s) shall pay their own
costs incurred in preparing for,traveling to and attending interviews.
Page 8 of 19
GENERAL INFORMATION:
Proposers are cautioned to read the information contained in this RFP carefully and to
submit a complete response to all requirements and questions as directed.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and
`Proposal" shall be equivalent.
AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance
with these specifications. The City reserves the right to award on the basis of the Lowest and
Best Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to
reject any or all proposals.
ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any
interlineations, alteration, or erasure made before opening time must be initialed by the signer of
the bid, guaranteeing authenticity.
WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting
written request, over the signature of an authorized individual,to the Purchasing Division any time
prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the
deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be
considered if submitted after the deadline.
CONFLICT OF INTEREST: No public official shall have interest in this contract, in
accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C,
Chapter 171.
ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any
business arrangement with any employee, official or agent of the City of Port Arthur.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective
bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the
following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance or
warranty service required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public monies under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City, or has made satisfactory arrangements to pay the same.
ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no
later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing
authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City
assumes no responsibility for the proposer's failure to obtain and/or properly submit any
addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be
Page 9 of 19
rejected. It is the vendor's responsibility to check for any addendums that might have been issued
before bid closing date and time. All addenda will be numbered consecutively, beginning with 1.
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the
City of Port Arthur as its principal place of business must have an official business address (office
location and office personnel) in Port Arthur, the principal storage place or facility for the
equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s)
shall be in Port Arthur or such other definition or interpretation as is provided by state law.
Contractors outside the City of Port Arthur are allowed to bid.
PRICES: The bidder should show in the proposal both the unit price and total amount, where
required, of each item listed. In the event of error or discrepancy in the mathematics, the unit
price shall prevail.
PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the
successful bidder. The purchase order number must appear on all itemized invoices.
INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Fire
Department,P.O. Box 1089, Port Arthur, Texas 77641.
PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the
goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt
Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is
due 30 days from the date of the invoice.
SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and
Federal Excise Tax; therefore the proposal shall not include Sales Tax.
VENUE: This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port
Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas
and the City Attorney concerning any portion of these requirements.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,
ordinances, rules, orders, regulations and codes of the federal, state and local governments relating
to performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no
other officer, employee or agent of the City who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial
interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to
assure compliance.
DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances
prohibits the City from granting any license, privilege or paying money to any-one owing
delinquent taxes, paving assessments or any money to the City until such debts are paid or until
satisfactory arrangements for payment has been made. Bidders must complete and sign the
AFFIDAVIT included as part of this RFP.
Page 10 of 19
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically
understood and agreed that these quantities are approximate and any additional quantities will be
paid for at the quoted price. It is further understood that the contractor shall not have any claim
against the City of Port Arthur for quantities less than the estimated amount.
SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX
77640
INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause
required by law to be inserted into the Contract shall be deemed to be enacted herein and the
Contract shall be read and enforced as though each were included herein. If, through mistake or
otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be
amended to make such insertion on application by either party.
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike
manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities
and means, except as herein otherwise expressly specified, necessary or proper to perform and
complete all the work required by this Contract, in accordance with the provisions of this Contract
and said specifications.
The apparent silence of these specifications as to any detail or to the apparent omission from it of a
detailed description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail.
While the purpose of the specifications is to indicate minimum requirements in the way of
capability, performance, construction, and other details, its use is not intended to deprive the City
of Port Arthur the option of selecting goods which may be considered more suitable for the
purpose involved.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color,
or national origin, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal financial assistance.
TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill in a
timely and proper manner his obligations under this contract, or if the Contractor shall violate any
of the covenants, agreements or stipulations of this contract, the City shall thereupon have the
right to terminate this contract by giving written notice to the Contractor of such termination and
specifying the effective date thereof, at least fifteen (15) days before the effective date of such
termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the
City for damages sustained by the City by virtue of any breach of the contract by the Contractor,
and the City may withhold any payments to the Contractor for the purpose of set-off until such
time as the exact amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time
giving at least thirty(30) days notice in writing to the Contractor. If the Contract is terminated by
the City as provided herein, the Contractor will be paid for the service that it has performed up to
the termination date. If this contract is terminated due to fault of the Contractor, the previous
paragraph hereof relative to termination shall apply.
Page 11 of 19
RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require
the Contractor to furnish releases or receipts for any or all persons performing work and supplying
material or service to the Contractor, or any sub-contractors for work under this contract, if this is
deemed necessary to protect its interests.
CARE OF WORK: The Contractor shall be responsible for all damages to person or property
that occurs as a result of his fault or negligence in connection with the work performed until
completion and final acceptance by the City.
SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or
permit any sub-contractor to perform any work included in this Contract until he has received
from the City of Port Arthur written approval of such agreement.
INSURANCE: All insurance must be written by an insurer licensed to conduct business in the
State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense,
purchase, maintain and keep in force insurance that will protect against injury and/or damages
which may arise out of or result from operations under this contract, whether the operations be by
himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or
by anyone for whose acts any of them may be liable, of the following types and limits
1. Standard Worker's Compensation Insurance:
2. Commercial General Liability occurrence type insurance City of Port Arthur, its
officers, agents, and employees must be named as an additional insured):
a. Bodily injury$500,000 single limit per occurrence or$500,000 each
person/$500,000 per occurrence for contracts of$100,000 or less; or
Bodily injury$1,000,000 single limit per occurrence or $500,000 each
person/$1,000,000 per occurrence for contracts in excess of$100,000; and,
b. Property Damage $100,000 per occurrence regardless of contract amount; and,
c. Minimum aggregate policy year limit of$1,000,000 for contracts of
$100,000 or less; or,Minimum aggregate policy year limit of$2,000,000
for contracts in excess of$100,000.
3. Commercial Automobile Liability Insurance (Including owned, non-owned and
hired vehicles coverage's).
a. Minimum combined single limit of$500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided, minimum limits are $300,000 per person,
$500,000 per occurrence for bodily injury and $100,000 per occurrence for
property damage.
Contractor shall cause Contractor's insurance company or insurance agent to fill in all information
required (including names of insurance agency, contractor and insurance companies, and policy
numbers, effective dates and expiration dates) and to date and sign and do all other things
necessary to complete and make into valid certificates of insurance and pertaining to the above
Page 12 of 19
listed items, and before commencing any of the work and within the time otherwise specified,
Contractor shall file completed certificates of insurance with the Owner.
None of the provisions in said certificate of insurance should be altered or modified in any respect
except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should
contain a provision that coverage afforded under the policies will not be altered, modified or
canceled unless at least fifteen (15) days prior written notice has been given to the City of Port
Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF
INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as
the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be
filed with the City of Port Arthur not more than ten (10)days after execution of this Contract.
NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10) days of the
execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot
be issued within such period, the time may be extended by mutual agreement between OWNER
and CONTRACTOR.
Page 13 of 19
APPENDICES
Please include Appendix A—D when submitting proposal documents.
Page 14 of 19
APPENDIX A
CHARGES FOR SERVICES
a. Provide total cost per engine for semi-annual PM including parts and labor
b. Provide total cost per engine for annual PM including parts and
labor /4/93"..e .
c. Provide total cost per aerial device for semi-annual PM including parts and labor
145-4° .
d. Provide total cost per aerial device for annual PM including parts and
labor ;7/5—f° .
e. Provide total cost per rescue unit for semi-annual PM including parts and labor
f. Provide total cost per rescue for annual PM including parts and
labor /44‘°c) .
g. Proposer will be responsible for removal and proper disposal of all waste fluids and
filters and filters after completion of services. The fees for these services are to be
included in the cost of each maintenance price.
h. Synthetic fluids, if requested by the Fire Department, will require an additional fee
above the normal oil price rates listed in the prices above.
i. Hydraulic mounted generator services may require additional parts and labor that
will be quoted on a separate estimate at the time of service.
j. Provide total cost for a wheel's off brake inspection ?Ow.47° .
Page 15 of 19
k. Provide normal business hourly labor rate at vendor's location of business
/o 9 Sa
1. Provide road service hourly rate during normal business hours /WI, .
m. Provide road service after normal business hourly labor rate //g .91)
n. Provide travel rates for road service(travel hours x hourly rate) /04
M -G
o. Specify normal operating business hours of your business 7;:32),ons T 1f,'3D P!'1
p. Provide percent mark-up for parts and materials, over costs, for
repairs(At r X /.f17 .
q. Provide percent mark-up for work which is subcontracted CO$>'X /,114, .
r. Lodging rates will be reimbursed to Proposer by customer if out of town overnight
travel is required. These rates will be reimbursed at the local and current average
lodging rates. Receipts for lodging must be provided by Proposer at time of
invoicing to seek reimbursement.
Page 16 of 19
r114\
APPENDIX B
LETTER OF INTEREST
RFP—Fire Apparatus Preventative Maintenance&Repair
Deadline: March 9,2016
The undersigned firm submits the following information (this RFP submittal) in response to the
Request for Proposals(as amended by any Addenda), issued by the City of Port Arthur,TX(City)
for Fire Apparatus Preventative Maintenance & Repair for the City of Port Arthur Fire
Department. Enclosed, and by this reference incorporated herein and made a part of this RFP, are
the following:
❖ Completed RFP Letter of Interest Form
❖ Completed Affidavit
❖ Completed Conflict of Interest Form
Firm understands that the City is not bound to select any firm for the final pre-qualified list and
may reject any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and
participating in this process will be borne solely by the firm, and that the required materials to be
submitted will become the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or
incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing
this letter of interest and making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of
Texas.
S.Qov vs MOAT?", cmeAgE/ty 44,eye 3 -i/- )0/6
Firm Name Date
15/4E/VT-
Auth Signature Title
i>. itietrASOW 1/1 -J010 -g-097
Name(please print) Telephone
4-44 "Poriebiode
Email
Page 17 of 19
APPENDIX C
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly
authorized officer of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
I hereby certify that I do not have outstanding debts with the City of Port Arthur. I
further agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they
become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as
they become due.
a// 4/.1 HAG, i 1MG'►1[y b v," I I . -• ..)0/4
Firm Name Date D
!/1lE/ iee-s".Qr
Aut Signature Title
yji
,� 47r/aafi 7/3-aO6 -097
Name(please print) Telephone
-116,4/2,v-'! .0.,.Sitddo•is-A-)4/-ren , 60/37
Email
-� r s CONSTANCE OUBRE
STATE: t rG X S Notary Puts+c.nate of texas
.• My Commission Expires
1IV.44,4>a' Aprll 01. 2017
COUNTY: n I IS
SUBSCRIBED AND SWORN to before me by the above named Mogi r0. �'r9J�/SoN
on this the Y#--4 day of MaYCk , 20 i
/
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 18 of 19
APPENDIX D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491,80`s Leg.,Regular Session.
This questionnaire is being filed in accordance with Chapter 176,Local Government Code by a person who has a business relationship
as defined by Section 176.001 (1-a)with a local governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7`"business
day after the date the person becomes aware of facts that require the statement to be filed.See Section 176.006,Local Government
Code.
A person commits an offense if the person knowingly violates Section 176.006,Local Government Code.An offense under this
section is a Class C misdemeanor.
1.Name of person who has a business relationship with local governmental entity. A
N
2. C Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than
7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3.Name of a local government officer with whom filer has employment or business relationship.
Name Officer
This section(item 3 including subparts A,B,C,&D)must be completed for each officer with whom the filer has an employment
or other business relationship as defined by Section 176.001 (1-a),Local Government Code.Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment
income,from the filer of the questionnaire?
Yes IX No
B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
LIgovernmental entity?
U Yes p No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government
Officer serves as an officer or director,or holds an ownership of 10 percent or more?
nYes 7 No
D. Descrih employment or business relationship with the local government officer named in this section.
4. 410' 3- - �
Signature of person doing business with the governmental entity Date
Page 19 of 19