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HomeMy WebLinkAboutPR 19515: TERMINATION OF GRASS CUTTING CONTRACT Interoffice Ifemorandum 7fousing sZ Neighborhood cvitatzation To: Brian McDougal, City Manager From: Beverly Freeman, Director of Housing & Neighborhood Revitalization Date: September 13, 2016 Re: P.R. No. 19515 Nature of Request: The Housing Division recommends City Council adopt Proposed Resolution No. 19515, authorizing the City Manager to terminate the one year contract between D6AS of Port Arthur, Texas, and the City of Port Arthur for grass cutting services of properties acquired by the Housing Division in the designated areas of the City and authorize the City Manager to award and execute a one year contract with the next lowest responsive bidder, Blade Runner of Beaumont, Texas, for grass cutting services of properties acquired by the Housing Division located in designated areas of the City. Staff Analysis/Considerations: On May 25, 2016, the City received eleven (11) bids. D6AS of Port Arthur was awarded the contract pursuant to Resolution No. 16-165 on June 14, 2016. D6AS was to begin mowing on July 7, 2016. D6AS has not begun work even after a meeting asking the reason for the delay. Blade Runners was the 2nd lowest responsive bidder behind D6AS. Budgetary Consideration: The funds will be provided by the NSP 1 Program Income Reservation Agreement as identified in Resolution 15-120 and the Housing Division account numbers 001-1053- 517.59-00 and 117-1404-621.59-00 Project Number HOPE 3. Recommendation: The Housing Division recommends City Council adopt Proposed Resolution No. 19515, authorizing the City Manager to terminate the one year contract between D6AS of Port Arthur, Texas, and the City of Port Arthur for grass cutting services of properties acquired by the Housing Division in the designated areas of the City and authorize the City Manager to award and execute a one year contract, with the option to renew for one additional year, to the next lowest responsive bidder, Blade Runners of Beaumont, Texas, for grass cutting services of properties acquired by the Housing Division located in designated areas of the City. P. R. No. 19515 09/14/16 DF/BF/HT RESOLUTION NO. A RESOLUTION TERMINATING THE CONTRACT FOR GRASS CUTTING SERVICES WITH D6AS OF PORT ARTHUR, TEXAS, AND AWARDING THE CONTRACT TO BLADE RUNNER OF BEAUMONT, TEXAS, WITH A PROJECTED ANNUAL BUDGETARY IMPACT OF $40,000.00. FUNDS ARE AVAILABLE IN HOUSING DIVISION ACCOUNT NOS. 001-1053-517.59-00 AND 117-1404-621.59-00, PROJECT NUMBER HOPE 3 WHEREAS, pursuant to Resolution No. 16-165, the City Council awarded a one (1) year contract, with the option to renew for one additional year, to D6AS of Port Arthur, Texas, for grass cutting services for properties acquired through the Neighborhood Stabilization Program (NSP); and WHEREAS, D6AS is unable to fulfill the duties as specified in the scope of services of their contract; and WHEREAS, Blade Runners of Beaumont, Texas is the next lowest responsive bidder that meet the requirements; and WHEREAS, the bids have been re-evaluated by the Housing and Purchasing Division, a copy of the bid tabulation is attached hereto as Exhibit "A"; and WHEREAS, it is deemed in the best interest of the City that a one (1) year contract, with the option to renew for one additional year, be awarded to Blade Runners of Beaumont, Texas, for the grass cutting services of the NSP properties. 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, on behalf of the City of Port Arthur, a one-year contract, with the option to renew for one additional year, with Blade Runners of Beaumont, Texas, for the contract price of $.002 per square foot for the mowing of vacant lots located in designated areas of the City, with a projected annual budgetary impact of Forty Thousand Dollars & No/100 ($40,000), in substantially the same form as attached hereto as Exhibit "B"; and Section 3. That, the City can terminate this contract at its convenience, which includes but is not limited to, funding not being available in any budget cycle, with ten days written notice; and Section 4. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this day of September A.D., 2016 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: MAYOR COUNCILMEMBERS NOES: DERRICK FREEMAN, MAYOR ATTEST: SHERRI BELLARD, CITY SECRETARY APPROVED AS TO FORM: TAJ VAL TIZENO, 7/-8 CITY ATTORNEY APPROVED FOR ADMINISTRATION: BRIAN MCDOUGAL, CITY MANAGER `(1 � BEVERLY F' MAN, DIRECTOR OF HOUSING & IGHBORHOOD REVITALIZATION L.64 14, CLIP ION WILLIAMS, CPPB, ACTING PURCHASING MANAGER APPROVED AS TO AVAILABILTY OF FUNDS: JERRY DALE, CGFO/CPA \VAlb DIRECTOR OF FINANCE EXHIBIT "A" "' � - "� `I._ • = � . :7 i� `r U.- - ` i tr.: r1 r �. < nr - � = f gm,- V - J k n 3 r C I _ n . I_'7 _etn s N j 1 r' a.< wNM m f _ r - �' 7C z -< v = o /\ _ fan ..t V 1.a ..1 f� V > • Vt< — 27, C f. - 7: AVS w v US w+ 4d t3 .4 N 7 • v O .a ..r .h r gi CD T PD I..i P J^l > y » tJ 1'� x. 1.1 r. v r-• i :i ti, — V: x S• Y, 7- • r. r< < j .., iI Cr I -‹ c C -� t' V) ei 1,a) 1 C., - Om, ) J \..... 71 ^ C r1 4 = to � � 1 J I I> • • ''fjyy(�; EXHIBIT "B" CITY OWNED AND NSP VACANT PROPERTIES GRASS MOWING CONTRACT THIS AGREEMENT, made this day of September, 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 Blade Runners, a sole proprietorship by and through Larry Lewis hereinafter called "CONTRACTOR". WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be for one (1) year, with the option to renew for one additional year, from the date stated on the Notice to Proceed, unless sooner terminated under the provision hereof. The City can terminate this contract at any time. 2. The CONTRACTOR will perform mowing and trimming and removal of litter and debris on City owned and NSP Vacant properties in designated areas of the City as stated in the Contract Documents. 3. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of CONTRACTOR in the Specifications. 4. The CONTRACTOR agrees to perform all the work described in the Specifications and contract documents comply with the terms therein for the price of $.002 per square foot for City owned and NSP-1 properties. 5. The CONTRACTOR will commence the work required by the Contract Documents on or before a date to be specified in the "Notice to Mow" and will complete within seven (7) days unless the period for completion is extended otherwise by the Contract Documents. 6. The term "Contract Documents" means and includes the following: A) Agreement B) Advertisement for Bids C) General Information D) Specifications E) Bid F) Addendum G) Notice of Award H) Notice to Proceed PAGE 2 OF 2 — Blade Runners *MOWING CONTRACT*for City owned and NSP-1 Properties 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 8. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the date first above written. OWNER: CITY OF PORT ARTHUR By: BRIAN MCDOUGAL, CITY MANAGER ATTEST: SHERRI BELLARD, CITY SECRETARY CONTRACTOR: BLADE RUNNERS By: LARRY LEWIS, OWNER 2220 PECOS ST BEAUMONT, TEXAS BLADERUNNERS5967©GMAIL.COM 409.600.5967 WITNESS: By: Print Name: DELORIS"BOBBIE"PRINCE,MAYOR `Energy /J BRIAN MCDOUGAL KAPRINA RICHARDSON FRANK,MAYOR PRO TEM City of Crr CITY MANAGER 111 COUNCIL MEMBERS: + ' SHERRI BELLARD,TRMC RAYMOND SCOTT,JR. „r 1r t h u � CITY SECRETARY TIFFANY HAMILTON MORRIS ALBRIGHT Texas VAL TIZENO KEITH RICHARD CITY ATTORNEY WILLIE"BAE"LEWIS,JR. OSMAN SWATI CHARLOTTE MOSES MAY 16,2016 INVITATION TO BID MOWING OF NSP & CDBG PROPERTIES FOR HOUSING DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, May 25, 2016. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, May 25,2016 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend. MARK ENVELOPE: P16-031 DELIVERY ADDRESS: Please submit one (1)original and one(1) copy of your bid 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 Invitation to Bid or Scope of Work should he directed in writin. 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' Port Arthur,Texas 77641 1 409.983.8160 I Fax 409.983.8291 The enclosed Invitation to Bid (ITB) and accompanying General Instructions, Conditions and Specifications are for your convenience in submitting bids for the enclosed referenced services for the City of Port Arthur. Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed envelope,with the Vendor's name and address in the upper left-hand corner of the envelope. ALL BIDS 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 ITB submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted ITB submittals will not be accepted. Clifton Williams, CPPB Acting Purchasing Manager Page 2 of 22 AUTOMATIC DISQUALIFICATIONS OF BID BIDDER WILL BE DISQUALIFIED IF ANY OF THE FOLLOWING ACTIONS ARE DONE. 1. BIDDER DOES NOT WRITE IN PEN. 2. BIDDER MAKES A CHANGE ON THE BID AND DOES NOT INTIAL BY THE CHANGE 3. THE BIDDER DOES NOT RETURN THE FOLLOWING FORMS FILLED OUT COMPLETELY. A. BID SHEET-PAGE 14. MAKE SURE TO FILL IN PRICE AND THE DAYS. B. NON-COLLUSION AFFIDAVIT-PAGE 15 (MUST BE NOTARIZED) C. AFFIDAVIT-PAGE 16 (MUST BE NOTARIZED) D. CONFLICT OF INTEREST PAGE 17(IF THERE IS NO CONFLICT BIDDER MUST WRITE N/A ON LINE 1 AND SIGN AND DATE ON LINE 4). Page 3 of 22 INVITATION TO BID MOWING OF NSP & CDBG PROPERTIES FOR HOUSING (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 4 of 22 Specifications for the City of Port Arthur Mowing of Vacant City-Owned NSP& CDBG Properties Housing Division Scope of Work: The contractor shall furnish all supervision, labor, materials, machinery, tools, equipment, fuel and service, to perform and complete all work in an efficient and workman-like manner as specified in the following: Work Assignment: The contractor will be given a schedule as to what week each area will be cut. Failure to contact City's representative as laid out in these specifications may result in the termination of this contract. Assignment must be completed within 24 hours after start. Time extension may be granted due to inclement weather or other act of nature only when contractor requests an extension and submits it to the City's representative. Mowing Specifications: 1. Each lot shall be cut to a height of 2 inches by a flail riding mower, or a reel riding mower of sufficient size, as approved by a City representative, or an equivalent. Consideration will be given to proven past performance of the equipment on similar work and task. Residential commercial mowers of these types or equivalent will be required for the moving of all properties. 2. Bush hog tractors will be acceptable for grass cutting on vacant properties in the City's residential neighborhoods at the discretion of the Director when grass on lots exceed 2 1/2 inches. On large tracts of land over half an acre in size, bush hogs will be allowed. They must meet the required height requirements of 2 inches as stated in paragraph one above. 3. Zero turn riding mowers and walk behind mowers can be used for mowing properties. Utilization of zero turn residential mowers will provide a better cut and enhance the overall appearance of the neighborhoods on those lots that are not highly overgrown and will allow for the easy operation of said equipment. 4. Litter and debris shall be disposed of properly, off site, at the contactor's expense. 5. All litter and debris shall be picked up prior to mowing and immediately following the actual mowing and trimming to retrieve any litter missed before mowing. Mowed over litter, debris, or trash remnants must be retrieved after mowing. It is unacceptable to leave chopped up, mowed over debris on the lot. Doing so is grounds to cancel contract! 6. Litter and debris shall be defined as an object not intentionally placed at project site for a specific purpose. This shall include but not limited to paper, wrappers, cans, bottles, building materials, disposable diapers and small limbs. All such litter and debris shall be cleaned prior to cutting of all properties. The Contractor's failure to comply with removing said paper, bottles, and small limbs may result in non-payment for the cut of the property. 7. Sweep or blow clean all sidewalks and/or concrete areas affected by work. No grass clippings shall be placed or blown into the City's Drainage culverts or in the streets. 8. The whole property is to be trimmed neatly (cut and/or using a weed-eater), e.g., alleyways, around telephone poles, driveways, sidewalks, culverts, fence-lines; and around developed structures, water meters, ditches and trees. The Contractor's failure to comply with this specification may result in non-payment for the cut of the property. 9. The alleyway of the assigned property is to be cut five feet (5') past the assigned property line. The Contractor's failure to comply with this specification may result in non-payment for the cut of the property. 10. All ditches are included as part of the property. The Contractor's failure to cut the applicable ditch of the assigned property may result in non-payment for the cut of the property. However, ditches Page 5 of 22 deeper than four feet (4') are to be brought to the attention of the inspector and will be dealt with on a case-by-case basis to determine the responsible party for cutting. 11. Equipment blades are to be sharpened so that grass will be cut to the sufficiently low height. 12. The contractor shall repair or replace at his own expense any damage to materials or property on site resulting from negligence during grass cutting or associated activities. 13. Ruts caused by contractor's equipment shall be filled at contractor's expense. 14. All contractor equipment must be inspected by the City's Housing Inspector(s) and/or staff before contractor mows the first cut. 15. The contractor will be required to re-cut at his own expense any areas deemed to be unsatisfactorily mown the first time. 16. All cuts deemed unacceptable by the Housing Inspectors will not be paid. With adequate and appropriate documentation, the City's Housing Inspectors and/or staff have the right to recommend non-payment of any properties that are missed, incomplete or when are deemed, unacceptable. 17. The entire batch of invoices will be held until all properties that are missed, incomplete or deemed unacceptable are completed by the Contractor. 18. Contractors must turn in a list of equipment they intend to use with their bid documents. 19. Contractors may be requested to perform additional mowing and/or other duties as assigned by request of Housing Director. Size of Properties: This contract does not include any lot over one(1) acre in size. Acreage of properties will decrease as homes are developed. Junk and Litter: If there are any problems encountered on city-owned vacant properties scheduled to be mowed, such as junk motor vehicles, additional structures, excessive litter, inability to access property, or inability to mow for any reason the contractor should bring these matters to the attention of the City's authorized agent, before attempting to mow. Payment: The Contractor will submit two (2) copies of an invoice in the amount as stipulated on bid schedule to the Housing Department upon completion of work. Payment will be made only after verification by a City representative that work was performed satisfactorily and within the time constraints allowed. Invoices: Must include address of properties cut, price for each yard that was cut with a grand total, invoice number, invoice date, correct calculation of properties cut, signature of contractor, and Purchase Order Number. If invoices aren't correct when submitted, payment will be delayed. Liquidated Damages: 1. Work must be completed within 24 hours of agreed start date as listed on attached mowing schedule. Unless an extension is granted in writing by the Director of Housing&Neighborhood Revitalization,the contactor will be subject to liquidated damages of$25 per day for each lot that is not mowed within the specified time. 2. Time Extension may be granted due to inclement weather or for unforeseeable events that are not caused by the contractor. Page 6 of 22 Emergency Plan: An emergency plan may be invoked as a result of excessive growth and/or if the contractor is unable to handle the work load. The City reserves the right to utilize additional contractors in any area to reduce the health hazard from excessive growth and contractor's inability to handle the workload in a timely manner. Contractors should report immediately to the Director of Housing & Neighborhood Revitalization all equipment failures, breakdowns, and rain days in writing within twenty-four (24) hours. Additional mowing can be assigned to other contractors to help alleviate backlogs. Contract Period: This Contract will terminate approximately twelve (12) months from date of execution with the option to renew one(1)additional year.The City reserves the right to terminate this contract at any time. Property List: The properties list begins on the next page. The City may add or remove properties during the contract term. Award: The City will award the contract to one contractor. Page 7 of 22 Group NSP Vacant Property Address Square Ft Lot Size 923 5th Street.* 7000 50 x 140 1238 5th Street. * 7000 50 x 140 1300 5th Street. 3500 25 x 150 1801 5th Street. * 4500 50 x 90 2216 5th Street. * 1274 26 x 49 806 (800) 6th Street. * 7000 50 x 140 1021 6th Street* 7000 50 x 140 1037 6th Street. * 7000 50 x 140 1039 6th Street* 7000 50 x 140 1129 6th Street. 7000 50 x 140 1216 6th Street. * 7000 50 x 140 1237 6th Street. * 7000 50 x 140 1319 6th Street. * 7000 50 x 140 1637 6th Street. * 7000 50 x 140 1849 6th Street. * 4140 50 x 82.8 1942 6th Street* 7000 50 x 140 2043 6th Street. * 5600 40 x 140 1400 9th Street. * 5600 40 x 140 1543 9th Street. * 4900 35 x 140 1742 9th Street. 7000 50 x 140 2226 9th Street. * 6300 45 x 140 1706-1710 10th Street. * 7000 50 x 140 1525 13th Street.* 3600 72 x 50 427 Augusta Avenue. 3000 60 x 50 549 Liberty Avenue. * 3000 40 x 75 1630 Rev Ransom Howard St. * 7000 50 x 140 330 Richmond Avenue. * 5000 50 x 100 430 Charleston Avenue. * 7000 50 x 140 621 Charleston Avenue. * 3000 60 x 50 Page 8 of 22 235 6th Street. 3500 25 x 140 600 Blk W. 5th Street 3500 25 x 140 605 W. 5th Street* 3500 25 x 140 712 W 5th Street* 3500 25 x 140 720 W 5th Street* 3080 22 x 140 728 W 5th Street* 3500 25 x 140 732 W 5th Street* 3500 25 x 140 513 W 6th Street 3500 25 x 140 517 W 6th Street * 3500 25 x 140 523 W 6th Street* 3500 25 x 140 632 W 6th Street* 3500 25 x 140 419 W 8th Street* 10000 100 x 100 1445 W 8th Street. * 3500 50 x 70 501 W 9th Street. 8250 75 x 110 523 W 9th Street. * 2000 40 x 50 714 W 9th Street. 1900 38 x 50 601 W 10th Street. 1393.6 26.8 x 52 627 W. 10th Street. * 7000 50 x 140 405 W 11th Street. 3750 25 x 150 400 Grannis Avenue. 2520 42 x 60 404 Grannis Avenue* 1380 23 x 60 410 Grannis Avenue.* 2400 24 x 100 412 Grannis Avenue. * 3250 25 x 130 500 Blk Grannis Avenue. * 1218 29 x 42 508 Grannis Avenue. * 1155 27.5 x 42 600 Blk. Grannis Avenue. 3920 140 x 28 1016 Grannis Avenue. 5550 37 x 150 1018 Grannis Avenue. * 3750 25 x 150 916 18th Street* 7000 50 x 140 930 Abe Lincoln Avenue* 3750 25 x 150 1300 Rev Ransom Howard* 7000 50 x 140 500 Blk Harry Denbo* 2442.5 25 x 97.7 Page 9 of 22 1030 Texas Avenue. 3500 25 x 140 430 Mobile. * 1756 35 x 50 446 Mobile. * 2650 53 x 50 619 Mobile Avenue. * 2350 47 x 50 609 W 5th Street 1750 25 x 70 725 W 5th Street* 3500 25 x 140 733 W 5th Street* 3500 25 x 140 735 W 5th Street* 3500 25 x 140 645 W 5th Street* 8120 58 x 140 500 Blk W 6th Street 2660 19 x 140 500 Blk W 6th Street 3500 25 x 140 513 W 6th Street 3500 25 x 140 520 W 6th Street 3472.5 25 x 138.9 529 W 6th Street 3500 25 x 140 552 W 6th Street 3500 25 x 140 600 Blk W 6th Street* 3500 25 x 140 600 Blk W 6th Street* 5180 37 x 140 600 Blk W 6th Street 3500 25 x 140 633 W 6th Street 1750 25 x 70 637 W 6th Street* 3500 25 x 140 423 W 8th Street 2500 25 x 100 500 Blk W 8th Street 3750 25 x 150 1540 W 8th Street 2450 35 x 70 624 8th Street 3500 25 x 140 626 8th Street 3500 25 x 140 636 8th Street 3500 25 x 140 714 8th Street 5250 3735 x 140 724 8th Street 3500 25 x 140 728 8th Street* 3500 25 x 140 1148 8th Street 3500 50 x 70 617 W 9th Street 3500 25 x 140 635 W 9th Street 3500 25 x 140 Page 10 of 22 600 Blk 11th Street(W) 3780, 650 27x140,10x65 416 W 11th Street 1750 35 x 50 427 Augusta Avenue 300 60 x 50 500 Savannah Avenue 2650 53 x 50 618 Savannah Ave. * 7000 50 x 140 732 Beaumont Ave. 6750 75 x 90 616 Houston Ave. * 3500 25 x 140 624 Houston Ave. * 3500 25 x 140 728 Abe Lincoln Avenue 3925 25 x 157 930 Blk Abe Lincoln Avenue 3750 25 x 150 730 Mobile Avenue 2628 43.8 x 60 220 Rev Ransom Howard 3500 25 x 140 600 Rev Ransom Howard 3500 25 x 140 612 Rev Ransom Howard 3500 25 x 140 840 Rev Ransom Howard* 7000 50 x 140 1011-1015 Rev Ransom Howard* 7000 50 x 140 1021 Rev Ransom Howard* 7000 50 x 140 1035 Rev Ransom Howard* 7000 50 x 140 1047-1049 Ransom Howard* 7000 50 x 140 1425 Ransom Howard* 7000 50 x 140 1300 Rev Ransom Howard* 7000 50 x 140 1332 Ransom Howard 7000 50 x 140 1348 Ransom Howard 7000 50 x 140 1310 Rev Ransom Howard* 7000 50 x 140 1425 Rev Ransom Howard.* 7000 50 x 140 1008 Rev Raymond Scott 3500 25 x 140 1011 Rev Raymond Scott 1050 15 x 70 1012 Rev Raymond Scott* 1750 12.5 x 140 1015 Rev Raymond Scott 2100 15 x 140 1018 Rev Raymond Scott 3500 25 x 140 Page 11 of 22 1039 Rev Raymond Scott. 5625 37.5 x 150 821 Marian Anderson Avenue 4500 30 x 150 900 Blk Marian Anderson Avenue 3500 25 x 140 909 Marian Anderson Avenue* 7000 50 x 140 1000 Marian Anderson Avenue* 1750 35 x 50 1000 Marian Anderson Avenue* 1750 35 x 50 1000 Blk Marian Anderson Avenue 1750 35 x 50 900 Texas(Freeman)Avenue 3500 25 x 140 915 Texas (Freeman)Avenue 3750 25 x 150 1000 Blk Texas (Freeman)Avenue* 3500 25 x 140 1000 Blk Texas(Freeman)Avenue* 3500 25 x 140 1000 Blk Texas(Freeman)Avenue* 3500 25 x 140 1000 Blk Texas (Freeman)Avenue* 3500 25 x 140 400 Grannis Avenue 2520 42 x 60 600 Blk Grannis Avenue 3920 140 x 28 600 Blk Grannis Avenue. 1980 33 x 60 624 Grannis Avenue 1700 30 x 50 847 Grannis Avenue 4500 50 x 90 940 Grannis Avenue 3500 25 x 140 1000 Blk Grannis Avenue 3840 30 x 128 1000 Blk Grannis Avenue 4224 33 x 128 1000 Blk Grannis Avenue 500 10 x 50 1025 Grannis Avenue 3200 25 x 128 1037 Grannis Avenue 3200 25 x 128 1048 Grannis Avenue 3750 25 x 150 1049 Grannis Avenue 3200 25 x 128 1100 Blk Grannis Avenue 3200 25 x 128 420 Thomas Blvd. 7500 50 x 150 Page 12 of 22 CDBG Property Square CDBG Lots Ft Lot Size 412 W. Thomas Blvd.. 7000 50 x 140 725 Harding Ave.. 3360 24 x 140 721 Harding Ave.. 3640 26 x 140 727 Harding Ave.. 3640 26 x 140 730 Roosevelt Ave.. 7000 50 x 140 728 (700)Blk. Abe Lincoln Ave.. 3500 25 x 140 1043 Welford Ave.. 3500 25 x 140 CDBG Property — Must be invoiced separately Properties with Homes CDBG 804 W. Gulfway Dr. 18200 130 x 140 610 Dec1ueen Blvd 19500 130 x 150 2248 12th Street 11600 80 x 145 3044 11th Street 7000 50 x 140 3510 42nd Street 7000 50 x 140 NSP 1742 9th Street 7000 50 x 140 Page 13 of 22 CITY OF PORT ARTHUR,TEXAS BID SHEET BID FOR: Mowing of NSP& CDBG Properties BID DUE DATE: May 25,2016 Mowing of NSP &CDBG Properties S ` 0 U per sf 6kCiAunntar S o kO s G4- COMPANY NAME STREET ADDRESS GNAT iBIDDER P.O. BOX Lrrq LDu c ,rryi,4 Tor 17 �°PRINT 1 TYPE NAME CITY STATE ZIP Ott-n12-r- L/oq 6C0 544 -1 TITLAREA CODE TELEP ONE NO Vi aCk.n rYer 4 5°.t91 yallAl QkYrn EMAIL FAX NO. j. NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § § STATE OF TEXAS By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation, partnership or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature: ye,...7, ._______:___ Printed Name: J �r IL l--€ r Title: Ow��r Company: 161 fi t,n err Date: 6' , <--5 : a0 I SUBSCRIBED and sworn to before me the undersigned authority by Qt5/L the as7,i. of, /?'l/A yon behalf of said bidder. L,g64 Cit- 4 Notary Public ina ncd for/the "" DUDE YOUNG State of Texas L . - KENNITH Notory Public, Stote of Texos My Commission Expires;;;;.'' October 27, 2019 My commission expires: c irate /k.,P //01 e{ 1 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 u/hereby dersigned offers and agrees to one of the following: 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. 11I seikinn,,rr 6' 9-5". gol(P Firm Name Date (1.1-1F I— uthor' Ignatur'e Title Larry UuLS 1/dq (000 5q(O1 Name (please print) Telephone 61cLdw.rrC 5'7( 7 0 0,./7-1,4,7 , (-Q1 Email J STATE: rE?045 COUNTY: JEFF c&sPI SUBSCRIBED AND SWORN to before me by the-above named LAR&y L C w i5. on this the 0 Sf k da of Al#4- ( , 20 ) 4 . Commission+.t.',01 ..:;.I My c £ y5blic" • ..er 27, 201 f RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL 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`h 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`h 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. v J/1 2. Check this box if you are filing an update to a previously filed questionnaire. �1G (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 of 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? I l Yes 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 (governmental entity? I I Yes 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? • Yes No D. Describe each employment or business relationship with the local government officer named in this section. 4. - .5 . 5' .01e nature of s doing business with the governmental entity Date GENERAL INFORMATION: NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port Arthur the required information specified in Bid or Proposal Specifications listed in this Bid Package. All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall indicate that the bidder has not taken exceptions and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. The City reserves the right to accept any and all or none of the exception(s)/substitutions(s) deemed to be in the best interest of the City of Port Arthur. 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. BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance with these specifications. The award shall be made to the responsive, responsible bidder who submits the best value bid. The City reserves the right to: 1. Reject any and all bids and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or unit price basis,whichever is in the best interest of the City. 3. Reject any or all bids and to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interests of the City. 4. Award bids to bidders whose principal place of business is in the City of Port Arthur and whose bid is within 5%of the lowest bid price, as provided by Section 271.905 of the Texas Government Code. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and Proposal" shall be equivalent. Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response to all requirements and questions as directed. 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. Page 18 of 22 ADDENDA: Any interpretations, corrections or changes to the ITB and Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the bidder's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the bid to be rejected. It is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. 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.: Housing 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 601 f 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. 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 ITB. 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 Page 19 of 22 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. In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is specifically advised that the written bid proposal will prevail in the determination of the successful bidder. 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. 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. Page 20 of 22 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 Contractor 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 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. Page 21 of 22 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. CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager available Monday through Friday from 8:00 a.m. to 5:00 p.m. so that the City will be able to contact the contractor. Page 22 of 22 CITY OF PORT ARTHUR,TEXAS ADDENDUM NO. ONE (1) �1rr rl is u r — May 20,2016 r.,:. Bid Proposal For: Mowing of NSP& CDBG Properties The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows: Here are some additional properties for this contract 1 848 Foley Ave. I 75 X 140 2 900 Blk Foley Ave. 1 25 X 140 3 910 Foley Ave 50 X 140 4 920 Foley Ave. 50 X 140 5 924 Foley Ave. 25 x 140 6 936 Foley Ave. 50 x 140 7 701 Herget Ave 25 X 140 8 727 Herget Ave 25 X 140 9 811 Herget Ave. 50 X 140 10 819 Herget Ave 25 x 140 11 833 Herget Ave. 25 X 140 12 837 Herget Ave 25 X 140 13 917 Herget Ave. 25 X 140 14 919 Herget Ave 25 x 140 15 921 Herget Ave. 25 X 140 16 1003 Herget Ave 25 X 140 17 1015 Herget Ave 25 X 140 18 1019 Herget Ave 25 X 140 19 1021 Herget Ave 25 X 140 20 1037 Herget Ave. 50 X 140 If you have any questions,please contact the Purchasing Division at 409-983-8160. NOTE:ALL PAGES.OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. i i& � -4011– Clifton Williams,CPPB Acting Purchasing Manager S - a's - 2.o1(e eV______ __Y______•_, gnature roposer Date