HomeMy WebLinkAboutPR 20367: NON-EXCLUSIVE AGREEMENT WITH COTTON COMMERCIAL USA City of -
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INTEROFFICE MEMORANDUM
Date: July 26, 2018
To: The Honorable Mayor and City Council
Through: Harvey Robinson, Interim City Manager
From: Clifton Williams, Purchasing Manager
RE: P. R No. 20367
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to
authorize the contract with Cotton Commercial USA, Inc. of Katy, Texas, for emergency food
services in the event of an emergency or a disaster.
Background:
This service will provide preparing meals for City employees and authorized persons during a
disaster. Purchasing advertised for bids on May 9, 2018 and May 16, 2018 and opened on May
30, 2018. Committee members evaluated the proposals and Cotton Commercial USA, Inc. of
Katy, Texas, was the highest ranked proposal. The contract term will expire on December 31,
2019, with an option to renewal for two (2) additional one-year periods.
Budget Impact:
Funds will be provided for in the appropriate disaster/emergency recovery project accounts.
Recommendation:
It is recommended that City Council approve the City Manager to authorize a non-exclusive
contract with Cotton Commercial USA, Inc. of Katy, Texas, for food services in the event of an
emergency or a disaster.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P. R. No . 20367
07/24/18 ysg
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING A NON-EXCLUSIVE
AGREEMENT WITH COTTON COMMERCIAL USA, INC . OF
KATY, TEXAS, FOR THE PROVISION OF EMERGENCY
FOOD SERVICES IN THE EVENT OF AN EMERGENCY
OR DISASTER
WHEREAS, it is deemed in the best interest of the City of
Port Arthur to have a food service plan in place for the
provision of emergency food services in the event of an
emergency or a disaster; and,
WHEREAS, pursuant to Chapter 252 of the Texas Local
Government Code, the City solicited requests for proposals to
provide a food service plan in the event of an emergency or
disaster; and,
WHEREAS, five (5) companies provided proposals as
delineated in Exhibit "A"; and,
WHEREAS, a committee made up of City staff evaluated all of
the proposals and Cotton Commercial USA, Inc. (Cotton Culinary)
of Katy, Texas, was ranked as the most qualified company (see
evaluation matrix attached hereto as Exhibit "A") ; and,
WHEREAS, the City desires to enter into a non-exclusive
agreement with Cotton Commercial USA, Inc. , with the term ending
on December 31, 2019, with the option to renew for two (2)
additional one-year periods, as delineated in Exhibit "B"; and,
P. R. No. 20367
07/24/18 ysg
Page 2 of 3
WHEREAS, this agreement is non-exclusive and the City
maintains the authority to retain other companies to perform
similar work.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR, TEXAS:
Section 1. That the facts and opinions in the preamble
are true and correct .
Section 2 . That the City Manager is hereby authorized
to enter into a non-exclusive agreement with Cotton Commercial
USA, Inc . of Katy, Texas, in substantially the same form as
attached as Exhibit "B" .
Section 3 . That execution of said contract is
contingent upon approval of the procurement process utilized by
the Texas Division of Emergency Management (TDEM) to ensure
reimbursement by the Federal Emergency Management Agency (FEMA) .
Section 4 . That a copy of the caption of this
Resolution be spread upon the Minutes of the City Council .
READ, ADOPTED AND APPROVED on this day of August,
A.D. , 2018 , at a Meeting of the City Council of the City of Port
Arthur, Texas, by the following vote : AYES :
Mayor:
Councilmembers : ,
•
NOES:
P. R. No. 20367
07/24/18 ysg
Page 3 of 3
DERRICK FORD FREEMAN, MAYOR
ATTEST:
SHERRI BELLARD
CITY SECRETARY
APPROVED AS TO FORM:
VAL TIZENO
CITY ATTORNEY
APPROVED FOR ADMINISTRATION:
HARVEY ROBINSON
INTERIM CITY MANAGER
APPROVED AS TO AVAILABILITY OF FUNDS :
7\r„,../
ANDR VASQUEZ'
FINANCE DIRECTOR
L,Aeriii_
CLIF ION WILLIAMS
PURCHASING MANAGER
„v.. SIgIHXa
City of Port Arthur
Food Services for Disaster Recovery
Proposal Evaluation Matrix
DRC- Emergency Latitude Catering,
Weight Cotton Culinary Services LLC Melange Catering Vizcarras Hospitality
Katy, TX Galveston, TX Tucson,AZ Houston, TX Carrollton, TX
Firm Qualification and
Experience 1500 1260 840 960 930 1080
Methodology 2000 1720 960 1120 1080 1360
Cost of Professional
Services 1500 1140 600 780 840 990
Total 5000 4120 2400 2860 2850 3430
Yolanda cSI /710{9—(7OGI.dRaGlk 7/23/18
Yolanda Scypion- Budeaux- Purchasing Assistant Date
a t3, SIgIHXa
CONTRACT TO PROVIDE
EMERGENCY FOOD SERVICES
THIS AGREEMENT, made this day of , 2018, 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 Cotton Culinary , a(n) Corporation herein after
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 from date on Notice to Proceed to December 31, 2019.
This contract has the option for two additional One (1) year periods.
2. 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.
3. The CONTRACTOR agrees to perform all the work described in the specifications and
contract documents and to comply with the terms in the amounts stated in bid document.
4. The term "Contract Documents" means and includes the following:
1) Agreement
2) Invitation to Bid
3) General Information
4) Specification
5) Proposal
6) Notice of Award
7) Notice to Proceed
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.
Signed on the day of , 2018.
Page 1 of 2
CITY OF PORT ARTHUR
BY:
Harvey Robinson, City Manager
ATTEST:
Sherri Bellard, City Secretary
Signed on the day of 2018.
COTTON CULINARY
BY:
PRINT NAME:
TITLE:
WITNESS:
PRINT NAME:
Page 2 of 2
DERRICK FORD FREEMAN,MAYOR HARVEY ROBINSON
CAL J.JONES,MAYOR PRO TEM ��' INTERIM CITY MANAGER
COUNCIL MEMBERS: -
%` j SHERRI BELLARD,TRMC
RAYMOND SCOTT,JR. ) CITY SECRETARY
THOMAS J.KINLAW,III 40,/
HAROLD
HAROLD DOUCET SR. i9?*t �,t VAL TIZENO
CHARLOTTE MOSES CITY ATTORNEY
KAPRINA FRANK Texas
May 5,2018
REQUEST FOR PROPOSAL
Food Services for Disaster Recovery
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m.,
Central Standard Time, Wednesday, May 30, 2018. (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, May 30, 2018 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: P 18-068
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, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams,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
Purchasing Manager
Page 2 of 41
City of Port Arthur
Request for Proposals
To Provide Food Services for Disaster Recovery
OBJECTIVE
The City of Port Arthur (City) is seeking a response to the Request for Proposals (RFP) from
qualified firms for Food Services in the event of a man-made or naturally occurring disaster such
as hazardous materials incidents, hurricanes, or other similar emergencies and disasters.
CONTRACT TERM
1. This contract will be till December 31, 2019 with the possibility of two (2) one year extensions
that must be submitted to City Council for approval. Should any active individual project
extend beyond the expiration date of the contract, the project agreement shall be extended until
the project has been satisfactorily, successfully completed, and accepted. The agreement or
contract between the selected respondent and the City will be non-exclusive, on an as-needed
basis and will not provide for a retainer.
2. In the event of default by the awarded food service company the City of Port Arthur reserves
the right to utilize the next best evaluated offer as the new awarded food service company. In
the event of this occurrence, the next best offer, if it wishes the award, shall be required to
provide the proposed items at the prices as contained within its proposal for this solicitation.
SCOPE OF WORK
These specifications describe Food Services for Disaster Recovery for the City of Port Arthur in
the event of a natural disaster or other emergency related crises. It is the City's intent to contract
with any and/or all qualified proposers responding to this solicitation.
The meals required for responders are estimated at 350 people per meal serving period, up to four
(4) meals per day (two (2) per twelve (12) hour shift), or more on a daily basis during the months
of June through November, or in the event of a natural disaster or other emergency related crises
or, as designated by the City the resultant contract.
Proposers shall furnish all staging of equipment, hot and cold food products, beverages, utensils,
disposable paper plates and cups, plastic bags for clean up, and personnel necessary for an
efficient and sanitary catering and clean up service for first responders, government employees,
various elected and appointed officials, state and local representatives, and other emergency
management personnel in the event of a natural disaster or other related crises.
Proposers shall purchase and prepare an adequate quantity of fresh food to serve meals to the total
number of personnel as directed by the City of Port Arthur's Authorized Representative/Program
Administrator or designee.
The City of Port Arthur Meal Coordinator or designee reserves the right to issue rules and
regulations governing the general provision of services as to maintain consistency of kind and
quality of food and beverage services.
Page 4 of 41
The Emergency Management Coordinator or designee will assist the awarded food service
company in obtaining water and the disposal of "gray water" to avoid interruption in services.
The awarded food service company shall be primarily responsible for its own fuel supply.
However, if required for food preservation and continuation of service, or due to disaster
conditions or circumstances, the City may supply fuel and supplies at cost to the awarded food
service company.
STATUS OF CONTRACTOR
The Contractor shall at all times be considered to be an independent contractor, and will not hold
itself or its employees out to be employees or agents of the City of Port Arthur.
The Contractor shall provide, at the Contractor's expense, competent, full-time supervision of the
work while actually in progress.
ASSIGNMENT AND SUBLETTING
The Contractor will retain full control over this contract and will not assign or subcontract said
contract without the prior written consent of the City. Failure to request consent shall be grounds for
default under this Contract. The Contractor further agrees that assigning or subcontracting any
portion or feature of the work shall not relieve the Contractor from its full obligations under this
contract.
If consent is granted by the City, successful contractor must take all necessary steps to assure that
minority businesses, women's business enterprises and labor surplus area firms are used when
possible. Affirmative steps must include the following:
1) Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
2) Assuring that small and minority business, and women's business
enterprises are solicited whenever they are potential sources;
3) Dividing total requirements, when economically feasible, into smaller
tasks or quantities to permit maximum participation by small and minority
business,and women's business enterprises;
4) Establishing delivery schedules, where the requirement permits, which
encourage participation by small and minority businesses, and women's
business enterprises;
5) Using the services and assistance, as appropriate, of such organizations as
the Small Business Administration and the Minority Business
Development Agency of the department of Commerce; and
6) Requiring the prime contractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs(1)through (5)of this section.
QUALITY ASSURANCE PROVISIONS
TESTS AND INSPECTIONS
It shall be the awarded food service company's responsibility to perform all of the tests and
inspections required by this specification, unless otherwise stated in the award. The City of Port
Arthur reserves the right to perform any of the tests and inspection requirements where said tests
and inspections are needed to further determine compliance with this set of specifications.
Page 5 of 41
QUALITY AND QUALITY CONTROL
A system of test and inspection shall be used to insure receipt of the quality and quantity of
material(s)/service(s) purchased. Material(s)/service(s) will be promptly inspected and any
discrepancies from the purchase order and/or the supplier's invoice shall be reported immediately
to the City of Port Arthur Purchasing Agent.
AUTHORIZATION
All orders shall be placed via Purchase Orders, or any method of payment as authorized by the
City Port Arthur Purchasing Agent is there is an issue using the Purchase Order.
FURNISHING PROPOSED ITEMS
Award items are to be furnished on an "as needed, when needed basis" during the life of the
contract.
QUALITY
The materials and supplies to be furnished shall be currently in production and shall be of the
manufacturer's standard or better quality as that of current commercial food service industry
standards.
QUANTITIES
The City shall not be required to purchase any minimum or maximum quantities during the term
of any award resulting from this solicitation effort.
ALTERNATE PROPOSALS
The items requested are not meant to be exhaustive, however, represent the type of meals
that are expected. Healthy food choices are always welcome as are more varieties of choices for
each serving period.
On separate sheets of paper or proposal sheets, Proposers shall, as to each item, submit only one
bid for the specified product or only one bid for an alternate product which the Proposer believes
equal within the meaning hereof. The offer of an alternate product for any item shall, for the
purpose of evaluation of proposals, may be construed as a refusal to bid on the product specified.
Proposers offering an alternate product shall additionally submit the precise specifications of the
alternate, all of the differences in specification, if any, between the specified product and the
alternate product, and relevant sketches, blueprints or samples sufficiently accurate, complete and
detailed as to enable the City to make a complete determination of the quality of the alternate.
Failure to submit this information in full will constitute basis for a determination by the City that
the alternate product is not equal or superior to the product specified as a standard.
The determination as to whether any alternate product bid is or is not equal to the product
specified as a standard shall be made by the City, and such determination shall be final and
binding upon all Proposers.
PENALTIES
The City of Port Arthur reserves the right to increase or decrease quantities shown without
penalty.
Page 6 of 41
ADDITIONS/DELETIONS
The City of Port Arthur reserves the right to add to or delete any item from this bid or resulting
award when deemed to be in the best interest of the City.
PACKAGING
Only materials that are packaged in the original factory fresh packaging shall be accepted. No
materials that have been re-packaged or that are in adulterated or damaged packages shall be
accepted at the receiving location, nor shall after-market materials be accepted at the receiving
location. Any attempt by the awarded food service company to furnish the City of Port Arthur
with other than first quality fresh materials shall constitute default as outlined in this specification.
SAMPLES
When required, samples shall be labeled with the Proposer's name and item number and shall be
furnished free of charge. Samples not destroyed will be returned upon request at the Proposer's
expense within ten days following the opening of proposals. Samples of brand(s) being bid may be
requested after the bid opening date and time, in order to allow the City to make a fair relative
evaluation of brand(s)being bid.
SUBSTITUTIONS
The awarded food service company shall not substitute items for like items without the approval
of the City. Any violation of such procedures may result in a possible award cancellation. All
approved substitutes shall be annotated as such on the awarded food service company's shipping
document(s).
PROTECTION AGAINST CLAIMS OF SUBCONTRACTORS, LABORERS,
MATERIALMEN,AND FURNISHERS OF MACHINERY,EQUIPMENT,AND SUPPLIES
Contractor agrees to indemnify and hold City harmless from all claims of subcontractors, laborers,
workmen, mechanics, material men and furnishers of equipment, and all supplies incurred in the
performance of this contract. Contractor shall furnish satisfactory evidence that all obligations of the
nature hereinabove designated have been paid, discharged or waived. If Contractor fails to do so,
then City reserves the right to pay unpaid bills of which City has written notice direct and withhold
from Contractor's unpaid compensation a sum of money reasonably sufficient to liquidate any and all
such lawful claims.
DISCREPANCIES AND OMISSIONS
In the event of any discrepancy between the Plans and Specifications, or otherwise, or in the event of
any doubt as to the meaning and intent of any portion of the Plans and Specifications, the Program
Administrator shall define which is intended to apply to the work. Such definition shall be final and
binding on Contractor.
COLLATERAL CONTRACT
The City reserves the right to provide by separate contract or otherwise, in such manner as not to
delay its programs or damage said Contractor, all labor and material essential to the completion of the
work that is not included in this contract.
ALCOHOL/DRUG FREE WORKPLACE
The City is committed to maintaining an alcohol and drug free workplace. Possession, use or being
under the influence of alcohol or controlled substances by the Contractor's employees while in the
performance of this contract is prohibited. Violation of this requirement shall constitute grounds for
immediate termination of the contract.
Page 7 of 41
UTILITIES
Contractor shall be responsible for any charges which may be made by any city or utility companies
for the work to be performed by Contractor.
PARKING
Contractor shall be responsible for the expense of parking the Contractor's vehicle(s) in a legal
manner and at no expense or inconvenience to the City.
LAWS AND ORDINANCES
Contractor shall at all times observe and comply with all Federal, State and Local laws, ordinances
and regulations which in any manner effect the contract or the work, and shall indemnify and save
harmless the City against any claim arising from the violation of any such laws and ordinances,
whether by Contractor or its employees.
PERMITS AND LICENSES
Contractor shall be responsible for obtaining and furnishing all necessary permits and licenses,City,
County, State or Federal as are required for the performance of this contract.
AWARDED FOOD SERVICE COMPANY RESPONSIBILITIES
Awarded Food Service Company must provide all phases of service in compliance with Federal,
State, and Local guidelines governing health and food service sanitation.
Awarded Food Service Company shall plan weekly menus equal to or better than examples given
on the attached proposal forms of the bid documents. Substitutions or variations shall be submitted
to the Emergency Management Coordinator or designee for approval. Food substitutes for
Diabetic Meals as needed shall be coordinated and communicated to the Awarded Food Service
Company through the Emergency Management Coordinator in advance of the scheduled serving.
Awarded Food Service Company shall be operational and ready to serve within 48 hours of
activation notice from the Emergency Management Coordinator or designee.
Awarded Food Service Company shall only utilize food products that are fresh, wholesome, of
good odor and taste, and processed under sanitary conditions as required by food service industry
standards.
Awarded Food Service Company shall have the option to prepare all meals offsite or at site(s)
designated by the Emergency Management Coordinator or designee. The Awarded Food Service
Company is authorized to bring in a mobile kitchen(s) to the designated location(s) to prepare and
serve the meals. In either case, food shall be maintained in either Thermal type containers, Chafing
Dishes, or Steam Tables for meals that will be served in-house and provide disposable containers
for meals that are picked up by individuals going out into the field. All methods of serving the
meals must be acceptable by the food service industry. Meals served must include utensils,
napkins, salt/pepper, and condiments appropriate to the meal. If applicable and required, the
Emergency Management Coordinator may provide meal runners to pick up meals from the
Awarded Food Service Company's location.
Awarded Food Service Company must serve all food at the proper temperatures and with proper
freshness.
Page 8 of 41
Awarded Food Service Company must store all food and food products at a safe temperature and
must handle leftover food/food products in a safe and acceptable way by food service practice.
Food services shall be available 24 hours a day with serving times as follows:
• Breakfast: 5:00 AM until 8:00 AM
• Lunch: 11:00 AM until 1:00 PM
• Dinner: 5:00 PM until 8:00 PM
• Midnight shift "Lunch": 11 pm— lam (this will be a much smaller shift)
• Coffee and snacks: 24 hrs./day, 7 days/week
Awarded Food Service Company shall provide measured serving portions to equal one meal plus
one-half of a second meal. The one and one-half serving portion shall constitute the bid price for
one meal as entered on the Proposal Response Pages.
Awarded Food Service Company shall not serve leftovers from other functions they may cater
during off duty hours, or leftovers from the previous day menu.
Awarded Food Service Company is responsible for the purchasing and receiving of all food,
merchandise, supplies and food equipment at the designated serving locations. Awarded Food
Service Company shall also be responsible for providing any power cabling appropriate to its on-
site food preparation equipment.
Awarded Food Service Company is responsible for providing waste containers and trash bags for
all refuse and waste materials created by the Awarded Food Service Company's operations.
Waste materials created by the Awarded Food Service Company's operations in the food service
area shall be promptly disposed of after each meal or as needed during the serving of meals. The
City will provide a dumpster for the disposal of trash generated on-site.
Waste foods shall be kept in closed metal or plastic containers until removed from the serving
locations.
Awarded Food Service Company shall provide an all-inclusive invoice for the total number of
meals served at the end of each serving shift, Breakfast, Lunch and Dinner. The invoice shall
reference a City of Port Arthur issued Purchase Order. The invoice shall be turned in to the
Emergency Management Coordinator or designee at the end of each serving shift.
Awarded Food Service Company shall make available snack/beverage service 24 hours a day,
seen (7) days a week during activation. Proposers shall include with their proposal responses, an
itemized price list of snacks and beverages including a variety of sodas, juices, energy drinks,
bottled water, snack cakes, chips, cookies, snack bars, and fresh fruit.
Awarded Food Service Company shall make available coffee service with cups, sugar, creamer,
stirrers, etc. on a 24/7 basis. Proposers shall include with their proposal responses the cost of
coffee service per location.
Page 9 of 41
EQUAL OPPORTUNITY
During the performance of this contract,the contractor agrees as follows:
(1) The contractor will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, sexual orientation, gender identity, or national origin.
The contractor will take affirmative action to ensure that applicants are employed, and that
employees are treated during employment, without regard to their race, color, religion, sex,
sexual orientation, gender identity, or national origin. Such action shall include, but not be
limited to the following: Employment, upgrading, demotion, or transfer, recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation;
and selection for training, including apprenticeship. The contractor agrees to post in
conspicuous places, available to employees and applicants for employment, notices to be
provided by the contracting officer setting forth the provisions of this nondiscrimination
clause.
(2) The contractor will, in all solicitations or advertisements for employees placed by or on
behalf of the contractor, state that all qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual orientation, gender identity,
or national origin.
(3) The contractor will not discharge or in any other manner discriminate against any
employee or applicant for employment because such employee or applicant has inquired
about, discussed, or disclosed the compensation of the employee or applicant or another
employee or applicant. This provision shall not apply to instances in which an employee
who has access to the compensation information of other employees or applicants as a part
of such employee's essential job functions discloses the compensation of such other
employees or applicants to individuals who do not otherwise have access to such
information, unless such disclosure is in response to a formal complaint or charge, in
furtherance of an investigation, proceeding, hearing, or action, including an investigation
conducted by the employer, or is consistent with the contractor's legal duty to furnish
information.
(4) The contractor will send to each labor union or representative of workers with which it has
a collective bargaining agreement or other contract or understanding, a notice to be
provided by the agency contracting officer, advising the labor union or workers'
representative of the contractor's commitments under section 202 of Executive Order
11246 of September 24, 1965, and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
(5) The contractor will comply with all provisions of Executive Order 11246 of September 24,
1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
(6) The contractor will furnish all information and reports required by Executive Order 11246
of September 24, 1965, and by the rules, regulations, and orders of the Secretary of Labor,
or pursuant thereto, and will permit access to his books, records, and accounts by the
contracting agency and the Secretary of Labor for purposes of investigation to ascertain
compliance with such rules, regulations, and orders.
(7) In the event of the contractor's non-compliance with the nondiscrimination clauses of this
contract or with any of such rules, regulations, or orders, this contract may be canceled,
Page 10 of 41
terminated or suspended in whole or in part and the contractor may be declared ineligible
for further Government contracts in accordance with procedures authorized in Executive
Order 11246 of September 24, 1965, and such other sanctions may be imposed and
remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule,
regulation, or order of the Secretary of Labor, or as otherwise provided by law.
(8) The contractor will include the provisions of paragraphs (1)through (8) in every
Sub contract or purchase order unless exempted by rules, regulations, or orders of the
Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September
24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The
contractor will take such action with respect to any subcontract or purchase order as may
be directed by the Secretary of Labor as a means of enforcing such provisions including
sanctions for noncompliance: Provided, however, that in the event the contractor becomes
involved in, or is threatened with, litigation with a subcontractor or vendor as a result of
such direction, the contractor may request the United States to enter into such litigation to
protect the interests of the United States.
PERSONNEL REQUIREMENTS
All employees of the Awarded Food Service Company shall be neatly attired in uniforms that
clearly and properly identify the company represented. The employees shall be neat and clean in
appearance and courteous towards the patrons,the public, and their fellow employees.
The Awarded Food Service Company shall train and closely supervise all its employees ensuring
they practice the high standards of cleanliness, courtesy, and service required.
The Awarded Food Service Company shall adhere to the adequate number of personnel,
compatibility of food and beverage products, and other rules and regulations appurtenant to the
event.
BACKGROUND CHECKS
Prior to assignment, Awarded Food Service Company will need to provide a list of all employees
who will be assigned for this service. The City reserves the right to conduct background checks
on these employees and further reserves the right to reject the assignment of any employee(s)
based on the results of the background check.
In the event of Contractor's non-compliance with the non-discrimination clause of this contract, the
contract entered into may be cancelled in whole or in part.
MEAL ORDER CANCELLATION
The City reserves the right to cancel any and all meals, without penalty, by notification to the
Awarded Food Service Company 48 hours in advance of the next scheduled serving. The Awarded
Food Service Company must provide re-stocking costs, specific cancellation criteria and/or cost to
be incurred in the event food service is cancelled with less than 48 hours' notice.
The City reserves the right to immediately cancel the vendor's contract without penalty if the food
or services provided does not meet the requirements specified by the contract.
Page 1 1 of 41
CITY RESPONSIBILITIES
City agrees to the following:
• Notify the Awarded Food Service Company via telephone and in writing (fax or e-mail) as
far in advance of a disaster of its need for services as is practicable depending on the type
of disaster so as to provide Awarded Food Service Company to properly and adequately
respond to the City's requirements.
• Provide necessary parking spaces in the parking lots of the Emergency Management
Facility and other locations as specified in the resultant contract to enable the Awarded
Food Service Company space to accommodate vehicles and equipment used.
• Provide written notification of its need for extension of the Awarded Food Service
Company's services no less than 24 hours prior to termination of the initial specified
period.
Page 12 of 41
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 Vendors 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.
A.) FIRM QUALIFICATIONS AND EXPERIENCE
• Proposers shall submit with their proposals, a brief history of the organization, including
accreditation status, if applicable.
• Proposers shall provide an explanation of its experience in providing meals in large
quantities under emergency conditions.
• Proposers shall provide a detailed description of the two or three largest events the
company has provided food services (catered) in the past two years. That description
should include, at the minimum, the number of meals provided, type of food provided, the
number of hours the event lasted, and the number of employees used for that assignment.
Please include contact names and telephone numbers of the clients for these events.
B.) PROPOSER'S METHODOLOGY
• Proposers shall thoroughly describe its capability to perform/facilitate the services
required, to include methodology, approach, available operational facilities and/or
number of locations, etc. and a detailed plan on how it would meet the City's requirements
during a disaster event.
• Proposers shall address in its response the mobilization and staging abilities for delivering
meals to multiple locations, or if it would be the City's responsibility to pick up meals from
the proposer's location.
• Proposers shall address the number of employee's it would dedicate to this effort and a list
of equipment the company owns to meet the requirements described herein.
C.) COST FOR SERVICES
• Proposers shall provide a detailed description and cost of the meal options for breakfast,
lunch and dinner as requested on the Proposal Response Pages. Prices quoted shall be
firm for the initial contract term and all approved extension periods. Thereafter, any
extensions that may be approved by the City of Port Arthur shall be subject to the
provisions of the accompanying contract document.
• Any attempt by the awarded food service company to amend said proposal prices shall constitute
default as outlined in this specification.
Page 13 of 41
• Prices quoted in the Proposal and Proposal Response Forms shall include all shipping and delivery
costs, shipped F.O.B. to the facility location specified by the requestor or the purchase order.
EVALUATION AND SELECTION PROCESS
All proposals will be screened by an evaluation committee and those proposers selected for a short
list may be invited to attend an interview, at the proposers own expense. Any invitation for an
oral presentation will be solely for the purpose of clarifying proposals received from each
qualifying proposer, and will not represent any decision on the part of the evaluation committee as
to the selection of a successful proposer.
The City will evaluate all responses based on the experience, qualifications, project approach,
price, and quality of response. The City reserves the right to negotiate the final fee prior to
recommending any Vendor 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. Firm Qualifications and Experience (30 points)
b. Methodology(40 points)
c. Cost of Professional Services (30 points)
2. The evaluation committee shall recommend the most qualified firm to the City Council
for approval and will offer a contract based on services and fees as agreed upon.
3. Prior to the approval of an award, no evaluation committee member shall disclose any
information regarding the committees' decision.
4. 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.
The City reserves the right to use all pertinent information (also learned from sources other than
disclosed in the RFP process)that might affect the City's judgment as to the appropriateness of an
award to the best evaluated proposer. This information may be appended to the proposal
evaluation process results.
Page 14 of 41
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.
CONFLICT OF INTEREST: Provide a completed copy of the Conflict of Interest Questionnaire
(Form CIQ). The Texas legislature recently enacted House Bill 914 which added Chapter 176 to
the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain
information concerning persons doing business or seeking to do business with the City of Port
Arthur, including affiliations and business and financial relationships such persons may have with
City of Port Arthur officers. The form can be can be located at the Texas Ethics Commission
website: https://www.ethics.state.tx.us/fllinginfo/confliet_forms.htm
By doing business or seeking to do business with the City of Port Arthur including submitting a
response to this RFP, you acknowledge that you have been notified of the requirements of Chapter
176 of the Texas Local Government Code and you are representing that you in compliance with
them.
Any information provided by the City of Port Arthur is for information purposes only. If
you have concerns about whether Chapter 176 of the Texas Local Government Code applies
to you or the manner in which you must comply,you should consult an attorney.
The following are the current City Council and City Employees who are anticipated to either
recommend or approve award of the proposal.
Page 15 of 41
MAYOR: DERRICK FREEMAN
COUNCIL MEMBERS:
RAYMOND SCOTT JR.; CAL JONES., MAYOR PRO TEM; THOMAS KINLAW;
HAROLD DOUCET SR.; CHARLOTTE MOSES; KAPRINA RICHARDSON FRANK
CITY STAFF
Interim City Manger: Harvey Robinson
Assistant to City Manager: Rebecca Underhill
Director of Finance: Andrew Vasquez
Director of Development Services: Ron Burton
Director of Public Works : Armando Gutierrez
Interim Director of Utility Operations: Dr. Hani Tohme
ETHICS: Public employees must discharge their duties impartially so as to assure fair,
competitive access to governmental procurement by responsible contractors. Moreover, they
should conduct themselves in such a manner as to foster public confidence in the integrity of the
City of Port Arthur's procurement organization.
Any employee that makes purchases for the City is an agent of the City and is required to follow
the City's Code of Ethics.
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
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.
Page 16 of 41
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.: Public Works,
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.
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
Page 17 of 41
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.
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.
Page 18 of 41
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 $1,000,000 single limit per occurrence or$1,000,000 each
person/$1,000,000 per occurrence; and,
b. Property Damage $1,000,000 per occurrence regardless of contract amount; and,
c. Professional Liability: $1,000,000.
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.
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.
DISCLOSURE OF INTERESTED PARTIES FORM 1295: A person or business, who enters
into a contract with the City, meeting the conditions according to Texas Local Government Code
Sec. 2252.908, is required to file Form 1295 with Texas Ethics Commission. This form is not
required unless there is a contract between the vendor and the City of Port Arthur. Do not
submit this form unless you receive an award letter from the City.
Page 19 of 41
PUBLIC INSPECTION OF PROPOSALS: The City strictly adheres to the Texas Public
Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing
statutes, regulations, and laws regarding the disclosure of RFP information. Proposal Documents
are not available for public inspection until after the contract award. If the Proposer has notified
the City, in writing, that the Proposal Document contains trade secrets or confidential information,
the City will generally take reasonable steps to prevent disclosure of such information, in
accordance with the Public Information Act. This is a statement of general policy only, and in no
event shall the City be liable for disclosure of such information by the City in response to a
request, regardless of the City's failure to take any such reasonable steps, even if the City is
negligent in failing to do so.
PROPOSAL EVALUATION AND CONTRACT AWARD: Proposal Evaluation and Contract
Award Process: An award of a contract to provide the goods or services specified herein will be
made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local
Government Code and with the City's purchasing policy. The City will evaluate all proposals to
determine which offerors are reasonably qualified for the award of the contract, applying the
anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope
of Services. A variety of factors may be used in the evaluation of the submitted proposals for this
project. The City may, at its option, conduct discussions with or accept proposal revisions from
any reasonably qualified proposer. Discussions may not be initiated by offerors. These
discussions will be limited to issues and topics brought forth by the City. Any attempt by
proposer or vendor at deviating from the issues and topics to discuss other issues and topics
concerning the Proposal brought forth by the City of Port Arthur shall be grounds for
disqualification. Vendors shall not contact any City of Port Arthur personnel during the proposal
process without the express permission from the City's Purchasing Manager.
AMBIGUITY: Any ambiguity in the Proposal Document as a result of omission, error, lack of
clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall
be construed in the favor of the City.
ADDITIONAL INFORMATION: City may request any other information necessary to
determine Proposer's ability to meet the minimum standards required by this RFP.
WAGES & SALARIES: Attention is particularly called to the requirement of not paying less
than the prevailing Davis Bacon Related Acts (DBRA) wage rates specified in the Contract
Documents. These rates are minimums to be paid during the life of the contract. It is therefore the
responsibility of the Bidder to inform themselves as to local labor conditions. Attention is called to
the requirement that employees and applicants for employment are not discriminated against
because of race, color, religion, sex, age or national origin.
Page 20 of 41
APPENDICES
RETURN WITH PROPOSAL
A. Bid Sheet Yes
B. Letter of Interest Yes
C. Affidavit Yes
D. Conflict of Interest Questionnaire IF NO CONFLICT WRITE Yes
NA ON LINE 1 AND SIGN/DATE LINE 7
E. Proposer Warranties Yes
F. Non Collusion Affidavit Yes
G. House Bill 89 Verification Yes
H. SB 252 Yes
I. Federal Clauses (1-12) Yes
Page 21 of 41
APPENDIX B
LETTER OF INTEREST
RFP—To Provide Food Services Deadline: May 30, 2018
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)
to provide Debris Monitoring Services for the City of Port Arthur, TX. Enclosed, and by this
reference incorporated herein and made a part of this RFP, are the following:
❖ Completed Bid Sheet
• Completed RFP Letter of Interest Form
• Completed Affidavit
• Completed Conflict of Interest Form
• Completed Non Collusion Affidavit
❖ House Bill 89 Verification
❖ Proposer Warranties
❖ SB 252
❖ Federal Clauses(1-12)
Firm understands that the City is not bound to select any firm for the fmal 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.
Cotton Commercial USA, Inc. May 24, 2018
Firm Name Date
5443 Katy Hockley Cutoff Rd. Katy,TX 77493
Ad ess City/State/Zip
C.—(Y
Antrized Si` ab e Title
{,,tarl4 inA1G ' ` 877-511-2962
Name (please print) Telephone
t2-0. C t(4-e CCA j ik. -ems lilt e CC) n4
Email
Page 23 of 41
APPENDIX A
COST PROPOSAL FORM
Date: May 30, 2018
Please cost the items required for payment and the cost associated with it.
ITEM COST
See Attached 5.5.1 and 5.5.2
Cotton Commercial USA, Inc. 5443 Katy Hockley Cutoff Rd.
COMPANY NAME STREET ADDRESS
Ee-tf 1 I
SIGNATURE OF BIDDER P.O.BOX
Erin Cornelius Katy,TX 77493
PRINT OR TYPE NAME CITY STATE ZIP
Director of Corporate Catering 877-511-2962
TITLE AREA CODE TELEPHONE NO
Erin.Cornelius@cottonteam.com 713-8567425
EMAIL FAX NO.
Page 3 of 41
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.
rl- undersigned offers and agrees to one of the following:
,il I hereby certify that T c1 n 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 J 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 J 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.
Cotton Commercial USA, Inc May 24, 2018
Firm Name Date
5443 Katy Hockley Cutoff Rd. Katy,TX 77493
Address City/State/Zip
`/ .) r0 C7�
g
thorized at / Title
� �.�, e_��� ���j� 877-511-2962
Name (please print) Telephone
�ii\ek• QA.\, e , ,, (Ox E--kvi► - C OM-
Email
STATE: k
COUNTY: ` oj‘C,S
C-*
SUBSCRIBED AND SWORN to before me by the above named ` e_03 cL(.klAO vIA,p1
on this the ,q 6k- day of 441/ , 20 L Y.
_ .............. /�,��"yp���,, •MELISSA HA(ifiOCKS Ti a _4_4.. �f�` .. ''�
,.1:740,;,:.:'.6/1:-.•o Notary Public,State of Texas to h11C
& Comm, Expires 04-26-2021
14„„ V Notary ID 4305497
•
*Of Ihrb tir r WAVIT AS PART OF THE PROPOSAL
Page 5 of 41
•
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. 1491,80th 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 7th 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. ,14J^
2. 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 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?
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?
Yes I I 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. Signature of person
doing business with the governmental entity Date
Page 6 of 41
APPENDIX E
PROPOSER WARRANTIES
A. Proposer warrants that it is willing and able to comply with State of Texas laws with
respect to foreign (non-state of Texas) corporations.
B. Proposer warrants that it is willing and able to obtain an errors and omissions insurance
policy providing a prudent amount of coverage for the willful or negligent acts, or
omissions of any officers, employees or agents therof.
C. Proposer warrants that it will not delegate or subcontract its responsibilities under an
agreement without the prior written peiuiission of the City.
D. Proposer warrants that all information provided by it in connection with this proposal is
true and accurate.
Cotton Commercial USA, Inc. May 24, 2018
Firm Name Date
5443 Katy Hockley Cutoff Rd. Katy,TX 77493
Add .eS's ,/ City/State/Zip
f
e)( )
-4utluiz'ed ign ur itle
fel iftd C t 004 p� 877-511-2962
Name (please print) !`" Telephone
Email
Page 7 of 41
APPENDIX F
CITY OF PORT ARTHUR.TEXAS
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 an bmissiolhis bid proposal.
(///7
Signature:
lam_
Printed Name: D0j,
Title: -
Company: `� i'V 63 vt.L Uk e iY'tc& Lt -�Anc
Date: 5 -D,Q. ` aO LC6
SUBSCRIBED and swormto before me by the above named c, ,\, .c�� `
1,(1 a •n
this the day of r ' , 20 1-
„����,,, , Nili/i.,,A
n and fort e`..s0A,c,. MELISSA HARROCKS
a° ech�i Notary Public, State of Texas State ofexas
%, �: Comm. gxpit O4-26-2021
ono • Notary ID 4306497 My commission expires: iP °— .R I
Page 8 of 41
•
APPENDIX G
House Bill 89 Verification
I, __604c0,) �io�1 jo 1n (Person name), the undersigned
representative (hereafter referred to as "Representative") of 0_,„0,,,n
•
l c,�fl�u.t3Ptc�cOc 14 -t4C` (company or business
name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen
(18) years of age, after being duly sworn by the undersigned notary, do hereby depose
and affirm the following:
1. That Representative is authorized to execute this verification on behalf of Business
Entity;
2. That Business Entity does not boycott Israel and will not boycott Israel during the
term of any contract that will be entered into between Business Entity and the City of Port
Arthur; and
3. That Representative understands that the term "boycott Israel" is defined by Texas
Government Code Section 2270.001 to mean refusing to deal with, terminating business
activities with, or otherwise taking any action that is intended to penalize, inflict economic
harm on, or limit commercial relations specifically with Israel, or with a person or entity
doing business in Israel or in an Israeli-controlled territory, but does not include an action
made for ordinary business purposes.
k
SIG(1ATURE F " e" 'ES NTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this
day of )1/( , 20 t
, is1
MELISSA HARROCKS
i.:0 ;NGoatary Rubllc,State of Texas a
s
rn, €xdlres 0446.2021
* �nim
Notary td 4106469
2 /1L Cwt, C ^_A
( otary Public
Page 9 of 41
APPENDIX H
SB 252
CHAPTER 2252 CERTIFICATION
I, e-;4_ (Al\ ��,..C)cru , the
undersigned an representative of OpA4,4koviixu,,,, , • .
(Company or Business Name)
being an adult over the age of eighteen (18) years of age, pursuant to Texas
Government Code, Chapter 2252, Section 2252.152 and Section 2252.153,
certify that the company named above is not listed on the website of the
Comptroller of the State of Texas concerning the listing of companies that are
identified under Section 806.051, Section 807.051 or Section 2253.153. I
further certify that should the above-named company enter into a contract
that is on said listing of companies on the website of the Comptroller of the
State of Texas which do business with Iran, Sudan or any Foreign Terrorist
Organization, I will immediately notify the City of Port Arthur Purchasing
Department.
cpot tJ, ca\ -\J -0\c‘) (3 .)'()
Name of Company Representative (Print)
S`igrfature f o pany Representative
5-_`o L "
Date
Page 10 of 41
APPENDIX
FEDERAL
CLAUSES
1. NO GOVERNMENT OBLIGATION TO THIRD PARTIES
The Owner and Contractor acknowledge and agree that, notwithstanding any concurrence by the
Federal Government in or approval of the solicitation or award of the underlying contract, absent
the express written consent by the Federal Government, the Federal Government is not a party to
this contract and shall not be subject to any obligations or liabilities to the Owner, Contractor, or
any other party (whether or not a party to that contract) pertaining to any matter resulting from the
underlying contract.
It is further agreed that the clause shall not be modified, except to identify the subcontractor who
will be subject to its provisions.
N- -e) c-so
(printed name of signatory)
(signature an, date
Page 12 of 41
2. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS AND RELATED ACTS
31 U.S.C. 3801 et seq.
Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as
amended, 31 U.S.C. § 3801 et seq., "Administrative Remedies for False Claims and Statements,"
apply to its actions pertaining to this Project. Upon execution of the underlying contract, the
Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it
makes, it may make, or causes to be made, pertaining to the underlying contract for which this
contract work is being performed. In addition to other penalties that may be applicable, the
Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or
fraudulent claim, statement, submission, or certification, the Federal Government reserves the
right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor
to the extent the Federal Government deems appropriate.
(printed name of signatory)
(s'f'a afore and Le ,/7
Page 13 of 41
3. ACCESS TO RECORDS AND REPORTS
The following access to records requirements apply to this contract:
(1)The contractor agrees to provide (insert name of state agency or local or Indian tribal
government), (insert name of recipient), the FEMA Administrator, the Comptroller General of the
United States, or any of their authorized representatives access to any books, documents, papers,
and records of the Contractor which are directly pertinent to this contract for the purposes of
making audits,examinations,excerpts, and transcriptions.
(2)The Contractor agrees to permit any of the foregoing parties to reproduce by any means
whatsoever or to copy excerpts and transcriptions as reasonably needed.
(3)The contractor agrees to provide the FEMA Administrator or his authorized representatives
access to construction or other work sites pertaining to the work being completed under the
contract."
yot_v.eck.A\
(printed name of signatory)
c-7(' ature an da&Y
Page 14 of 41
4. EQUAL EMPLOYMENT OPPORTUNITY
29 CFR Part 1630, 41 CFR Parts 60 etseq.
During the performance of this contract,the contractor agrees as follows:
(1)The contractor will not discriminate against any employee or applicant for employment because of race, color,
religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and
that employees are treated during employment without regard to their race, color,religion,sex,or national origin. Such
action shall include,but not be limited to the following: Employment,upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination;rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants
for employment,notices to be provided setting forth the provisions of this nondiscrimination clause.
(2)The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor,
state that all qualified applicants will receive considerations for employment without regard to race,color,religion, sex,
or national origin.
(3)The contractor will send to each labor union or representative of workers with which he has a collective bargaining
agreement or other contract or understanding, a notice to be provided advising the said labor union or workers'
representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous
places available to employees and applicants for employment.
(4)The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules,
regulations,and relevant orders of the Secretary of Labor.
(5)The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965,
and by rules,regulations,and orders of the Secretary of Labor, or pursuant thereto,and will permit access to his books,
records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain
compliance with such rules,regulations, and orders.
(6)In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the
said rules, regulations, or orders, this contract may be canceled,terminated, or suspended in whole or in part and the
contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in
accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions as
may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule,
regulation,or order of the Secretary of Labor,or as otherwise provided by law.
(7)The contractor will include the portion of the sentence immediately preceding paragraph(1) and the provisions of
paragraphs (1)through(7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of
the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such
provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any
subcontract or purchase order as the, administering agency may direct as a means of enforcing such provisions,
including sanctions for noncompliance: Provided, however, That in the event a contractor becomes involved in, or is
threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the
contractor may request the United States to enter into such litigation to protect the interests of the United States."
ICCA-AA--'\ "-.K-Cik 0 OA PS° n
(print-: ame of signatory)
I �
(signature an r ate ilrf
Page 15 of 41
5. GOVERNMENT-WIDE SUSPENSION AND DEBARMENT
By signing and submitting its bid or proposal, the bidder or proposer agrees to comply with the
following:
(1)This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As
such the contractor is required to verify that none of the contractor, its principals (defined at 2
C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2
C.F.R. § 180.940) or disqualified(defined at 2 C.F.R. § 180.935).
(2)The contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C
and must include a requirement to comply with these regulations in any lower tier covered
transaction it enters into.
(3)This certification is a material representation of fact relied upon by (insert name of
subrecipient). If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180,
subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to (name of state
agency serving as recipient and name of subrecipient), the Federal Government may pursue
available remedies, including but not limited to suspension and/or debarment.
(4)The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C
and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract
that may arise from this offer. The bidder or proposer further agrees to include a provision
requiring such compliance in its lower tier covered transactions.
cee.Act.t. ) psov)
(printed name of signatory)
41 / /
�Csi rea Idle)
Page 16 of 41
6. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT
29 CFR S 5.5(b)
(1)Overtime requirements-No contractor or subcontractor contracting for any part of the
- contract work which may require or involve the employment of laborers or mechanics shall
require or permit any such laborer or mechanic in any workweek in which he or she is employed
on such work to work in excess of forty hours in such workweek unless such laborer or mechanic
receives compensation at a rate not less than one and one-half times the basic rate of pay for all
hours worked in excess of forty hours in such workweek.
(2)Violation; liability for unpaid wages; liquidated damages - In the event of any violation of
the clause set forth in paragraph(1) of this section the contractor and any subcontractor
responsible therefor shall be liable for the unpaid wages. In addition, such contractor and
subcontractor shall be liable to the United States for liquidated damages. Such liquidated damages
shall be computed with respect to each individual laborer or mechanic, including watchmen and
guards, employed in violation of the clause set forth in paragraph(1) of this section,in the sum of
$10 for each calendar day on which such individual was required or permitted to work in excess of
the standard workweek of forty hours without payment of the overtime wages required by the
clause set forth in paragraph(1) of this section.
(3)Withholding for unpaid wages and liquidated damages—The Owner shall,upon its own
action or upon written request of an authorized representative of the Department of Labor,
withhold or cause to be withheld,from any moneys payable on account of work performed by the
contractor or subcontractor under any such contract or any other Federal contract with the same
prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and
Safety Standards Act,which is held by the same prime contractor, such sums as may be
determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid
wages and liquidated damages as provided in the clause set forth in paragraph(2) of this section.
(4)Subcontracts - Contractor or subcontractor shall insert in any subcontracts the clauses set forth
in paragraphs (1) through (4) of this section and also a clause requiring the subcontractors to
include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for
compliance by any subcontractor or lower tier subcontractor with the clauses set forth in
paragraphs (1)through(4) of this section.
a.a ai. ��a ilk e ()t�
(printe name of signatory)
-.gnature dat-
Page 17 of 41
•
7. LOBBYING
Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended)
Contractors who apply or bid for an award of$100,000 or more shall file the required certification.
Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to
pay any person or organization for influencing or attempting to influence an officer or employee of
any agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any Federal contract, grant, or any other award covered
by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes
place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to
tier up to the recipient.
APPENDIX A, 44 C.F.R.PART 18—CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants,Loans, and Cooperative Agreements
(To be submitted with each bid or offer exceeding $100,000)
The undersigned [Contractor] certifies,to the best of his or her knowledge, that:
1)No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of
an agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any Federal contract, the making of
any Federal grant, the making of any Federal loan, the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment, or modification of any
Federal contract,grant, loan,or cooperative agreement.
2)If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the
undersigned shall complete and submit Standard Form - LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
3)The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants and contracts under
grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose
accordingly.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by 31, U.S.C. § (as amended by the Lobbying
Disclosure Act of 1995). Any person who fails to the required certification shall be subject to a
civil penalty of not less than$10,000 and not more than$100,000 for each such failure.
Page 18 of 41
The Contractor,O.r�tc�.l_c�J1�l�t'+°�C`C,+ce�'tifies or affirms the truthfulness and accuracy of each
statement of its certification and disclosure, if any. In addition, Contractor understands and agrees
that the provisions of 31 U.S.C. § 3801 et seq apply to this certification and disclosure, if any.
Executed this j day of (kit ex.c ,20(Sf
By A
Signa re of :idd-gra tractor/Subcontractor's Authorized Official
CLI, W k p=ki OVICCWOONVA'1/40 .
Printed Name of Bidder/Contractor Subcontractor's Authorized Official
CC)_.
Title of Authorized Official
Page 19 of 41
8. CLEAN AIR
42 U.S.C. § 7401 et seq.
Contractor agrees to comply with all applicable standards,orders or regulations issued pursuant to
the Clean Air Act, as amended,42 U.S.C. §§ 7401 et seq.The Contractor agrees to report each
violation to the Owner and understands and agrees that the Owner will,in turn,report each
violation as required to assure notification to the State of Texas,Federal Emergency Management
Agency, and the appropriate Environmental Protection Agency Regional Office.
Contractor also agrees to include these requirements in each subcontract exceeding$150,000
financed in whole or in part with Federal assistance provided by FEMA.
c.L.nAat (off
(prin ed name of signatory)
i
ature an. dat,
9. CLEAN WATER REQUIREMENTS
33 U.S.C. 1251 et seq.
Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to
the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. Contractor agrees to
report each violation to the Owner and understands and agrees that the Owner will, in turn, report
each violation as required to assure notification to the State of Texas, Federal Emergency
Management Agency, and the appropriate Environmental Protection Agency Regional Office.
Contractor also agrees to include these requirements in each subcontract exceeding $150,000
fmanced in whole or in part with Federal assistance provided by FEMA.
\ L 0
(prin ed name of signatory)
Page 20 of 41
(signature and date)
10. PROCUREMENT OF RECOVERED
MATERIALS
42 U.S.C. 6962
(1)In the performance of this contract, the Contractor shall make maximum use of products
containing recovered materials that are EPA- designated items unless the product cannot be
acquired—
(i)Competitively within a timeframe providing for compliance with the contract performance
schedule;
(ii) Meeting contract performance requirements; or
(iii)At a reasonable price.
(2)Information about this requirement, along with the list of EPA-designate items, is available at
EPA's Comprehensive Procurement Guidelines web site,
https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program.
25,,,vaaLL 1 ---- -\..,,,cp vtqco\r\
(printed n e of signatory)
i( --/)
: "1"---
(signature and date)
11. DEPARTMENT OF HOMELAND SECURITY SEAL,LOGO,AND FLAGS
The contractor shall not use the.DHS seal(s),logos, crests, or reproductions of flags or likenesses
of DHS agency officials without specific FEMA pre-approval
VcLY4LI, ,
(printed name of signatory)
0
177\
(signature and date)
Page 21 of 41
12. COMPLIANCE WITH FEDERAL LAW,REGULATIONS,AND EXECUTIVE
ORDERS
This is an acknowledgement that FEMA financial assistance will be used to fund the contract only.
The contractor will comply will all applicable federal law, regulations, executive orders, FEMA
policies,procedures, and directives.
(printed name of signatory)
I 4
si. .ture a . datelr r
Page 22 of 41
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Table of Contents
CULINARY
LOGISTICS
TAB C: 5.5 TAB D : 5 . 6
RATES , FEES AND REFERENCES
EXPENSES
5.5. 1 FLAT RATE PER MEAL 5.6. 1 REFERENCES
5.5.2 ITEMIZED SNACK AND
BEVERAGE PRICE LIST TAB E: 5.7
5.5.3 ADDITIONAL SERVICES
APPENDIX A-I
.„...„..........., ,...„
Executive Summary :w
T..
CULINARY
LOGISTICS Y
'be.,t rt of Catering
a` � b
Cotton Logistics is thrilled for the opportunity to provide Port
Arthur a Proposal that outlines the services we hope to
4
a provide. As a premier provider of emergency food services
and other support services, we give our commitment to exceed
v `-:; c T expectations.
,., e �j
°`''p'`' ' . Building upon our existing reputation developed over years of
_-- _ the highest quality service, we pledge to provide the requested
-� q
4 — ?° .emergency services in a manner that will stand out in both
. _ ,,m,,, i.,,t;,,, .\:;„�\ <execution and quality. We firmly believe that our service and
r „' * . , � ' support will reflect positively on both Cotton Logistics and The
• CityOf Port Arthur.
. -
oTro @OM__�... .. 5 . 3 . lQualificatjons
L
CULINAR Y
LOGISTICS
Ih .1 i7 a/'(;a/ riitc,
Cotton Logistics is a division of Cotton Commercial USA, a turnkey disaster recovery and emergency
response company with over 21 years in the disaster recovery business. Cotton Commercial USA has offices
in Houston, Dallas, Atlanta and satellite locations across the US. Cotton Logistics has offices in Houston,
Midland and Lake Charles, LA, all of which are capable of supporting Port Arthur regardless of disaster
geography involved in an event.
Supporting Port Arthur in the event of an emergency would be a Project Coordinator with NIMS training to
interact with incident command, a project manager to ensure operational efficiency and proficiency, cooks,
utility workers and back office support. All assigned associates will have state required food service
certifications and all assets will be permitted by the state of Texas.
Cotton is fully committed to providing the best service possible. Our experienced culinary team is highly
trained in safe food handling procedures and strictly adhere to all regulations and client requirements related
to health, safety and the environment at each event or client operating site.
We also provide:
Job Hazard Assessment Strict Substance Abuse Policies Environmental Compliance
Development of Site Safety Plan Food Safety Plans/SOP's Adherence to PPE Requirements
NIMS, TWIG, SafeServ, H2S & Other Certifications
5 . 3 . lQualifications M_
CULINARY
LOGISTICS
The Art of Cuter/itg
Project
Coordinator
Corporate
Support
Project
Manager
AM Lead PM Lead
Cook Cook
� s
2 cooks 2 cooks
2 prep 2 prep
2 Utility 2 Utility
Ono
5 . 3 . 2 Experience ° 4
L
CU L I N A R Y
LOGISTICS
1 rt a/Gilt r•inrg
The following is a list of recent experience in the emergency food services industry:
• March 2014 — Y City Oil Spill - Port O'Connor, TX — 750 meals three times per day for one month. Services
included three remote service locations, delivery to Matagorda Island and delivery via ATV, VIP meal service,
Incident Command responsibilities, etc. . . Oil spill event
• November 2015 - Circuits of the Americas — Austin, TX - 450 meals per day for approximately three weeks.
Straight line wind event.
• July 2016 — Grand River Dam Authority — Chouteau, OK - 150 meals per day for three months. Turbine fire
and restoration event
• October 2016 — BBH — Bahamas — 300 meals per day for approximately three weeks. Hurricane Matthew
• January 2017 — International Paper — Cantonment, FL — 300 meals per day for approximately two weeks.
Plant explosion.
• February 2017 — Phillips 66 — Paradis, LA — 175 meals per day for two weeks. Pipeline explosion.
• November 2017 — NRC -Trans Canada —Amherst, SD — 250 Meals 4 times a day for one month. Services
included 100 beds and all utilities as it was completely off the grid.
• August-September 2017- Hurricane Harvey — Served over 100,000 meals in a one month period across 15
sites ranging from Sweeney to Baytown, TX. FEMA, DRC, Greystar, TX DOT to name a few
„,,,_, _____________.,,,,,,
/ ,
(o-rroti
,,„.: 5 . 3 . 2 Experience
CULINARY
LOGISTICS ibe 2111 o,/.Caterilig
Large Food Service Events:
CB&I — Million man hour feeding of 8000- a , '' �a-,a`.
12,000 people over the course of 2 days. May .-- ';'' `' �. : ,,
:
2018 is our 7th time to execute this service. _ it:.:41
i
4 ' --- 44140**'”- '4,'44'itt",e"-,'.,;:. , , 4:::17,74;:',',i,-;taik; ''''' ..:,,4, t:-.-- -----7 ,,, ,
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POCO BUENO - 4 day fishing tournament in Caracol at Port
„,cam, O'Connor. High end catering for 4000 guests. Complete with
themed table scapes, salad bar and appetizer stations.
0 TrOti
Tro
� 5 . 3 . 3 Facility
CULINARY
LOGISTICS
me,11t uf(,itict {
Cotton Logistics has two locations from which it could service Port Arthur from a food
service perspective in the event of an emergency.
In our Katy, TX facility we have a complete kitchen with cooler freezer and dry storage
facilities that could service up to 500 persons for three meals a day. Additionally, this
location acts as the staging area for all of our mobile assets.
Our Lake Charles, LA facility with the same amenities as or primary location, also acts as a
staging area and will act as our back-up location should our Katy facility be out of
commission or inaccessible.
Our methodology, as you will see in the upcoming information, does not include preparing
the meals off site at either of these facilities and shipping and serving on site. These
facilities will act as a "commissary" for our mobile kitchens which will be on site and
preparing food fresh on location.
'OTrO5 . 3 . 4 FEMAtg4 oTro
CULINARY
LOGISTICS
7% c Art f Calerin
Cotton is in compliance with all requirements of the Code of Federal Regulations (C.F.R.) Title 2 Part 215 and
tittle 44 Subpart 13.16.
Cotton will utilize clear, concise and accurate documentation and billing; inhouse field accountants will utilize
crew activity sheets, PMR's, work requests and change orders signed off by authorized municipal
representatives. They will also provide a daily expense report and allocation of assets report.
- .044
P-1J3Yli e.:"QY to
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JJf > 5 . 4 . 1 Methodology ?•CULINARY
LOGISTICS '11w,i,t of Cantering
Food service for any disaster situation Deployment from the facility can happen
supplied by Cotton Culinary for Port Arthur immediately upon notification of safe access
will be cooked fresh on site. Assets will be for an event with notice such a hurricane or
deployed from our primary location, Katy, flood event. For any no-notice event,
Texas, and set up at a pre-determined deployment can occur no later than 12 hours
location. These assets will include:
with food service no later than 24 hours after
a disaster has been declared.
1 — 53 foot mobile Kitchen
1 — mobile cooler, food storage Transit from primary location to Port Arthur is
1 - mobile freezer, food storage approximately two hours and food service
1 — dry storage unit can commence in 6 to 8 hours from
Any ancillary items required such as grey deployment.
water storage, potable water or additional
generators will be supplied as required.
r.
_-_„... ..,--,
5 . 4 . 2 Clarification , ,,,,, ,
OTTO 01 ,.
s` CULINARY
LOGISTICS
sem,. 111)(.,.1)1(?/`C,ettc��•Iit�
,.. 1
As previously mentioned, all food is to be , .
prepared fresh on site. Groceries are to be ,, -
delivered to and stored on site. Meals will be - - 4. , ., _-
served at the requested times as follows: .
` E -h NST .„� i� �
5:00 AM — 8:00 AM Hot Breakfast `'
ri
11 :00 AM — 1 :00 PM Hot or Sack Lunch - _
5:00 PM — 8:00 PM Hot Evening Meal
11 :00 PM — 1 :00 AM Hot or Sack Midnight ,
24 hours/day 7 days/week — Coffee and Snacks Noz.
r
•
,,',17: ., A",', . ono q,,,
5 . 4 . 3 Sam Ie Menu
p
CULINARY
LOGISTICS 7tw 1,r u j C(/lc'ri„
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY - -
ITEM
.rvtI
Egg Scrambled Eggs Scrambled Eggs Scrambled Eggs Scrambled Eggs Scrambled Eggs Scrambled Eggs Scrambled Eggs . ''k
z A p ct° b',:;,,, ,. ' i
Egg Loaded Scrambled Poached Western Scramble Loaded Scrambled Poached Western scrambled Loaded Scrambled ' \\\
':r.4"^,v
Egg Egg Egg Egg Egg Egg Egg d
k .
Mem Sausage Patties Sausage Links Sausage Patties Sausage Links Sausage Patties Sausage Links Sausage Patties
Meat Bacon Bacon Ham Bacon Bacon Country Filed Steaks Bacon //j// . _ , , i
/ . �.
Gravy Sausage Gravy Sausage Gravy Red Gravy Sausage Gravy Red Gravy White Gravy Sausage Gravy
/ q
Biscuit/ Biscuit I Biscuit I Biscuit/ Biscuit/ Biscuit/ Biscuit/ r` t -
arena
French Toast Choc Chip Pancake French Toast Blueberry Pancake French Toast Banana Pancakes French Toast aJ
Rp
Hash Brown
Potatoe Hash Browns Home Fries Casserole Hash Browns Smothered Potatos Hash Browns Hash Browns 'i` A•
Gras Grits Cheddar Grits Grits Cheddar Grits Grits Cheddar Grits Grits
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Oatmeal Oatmeal Oatmeal Oatmeal Oatmeal Oatmeal Oatmeal Oatmeal
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CULINAR Y
LOGISTICS ilk',,Iii of(ertc'rii{t'; 4'
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY �p
ITEM ”
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Hamburger Chicken and ,” r .+r r
Meatball Chicken Santa Roasted Pork " -
ENTREE 1 Steak w/Onion Sausage Beef Tacos Fried Fish c�' '" �, `" "-�� '� "= ,
Gravy Jambalaya Marinara Sauce Fe Loin � tt ., , ''
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STARCH 1 Mashed Oven Roasted Scalloped Macaroni/Chees �,,,, + ,_
Charro Beans Spaghetti Pasta •
Potatoes Reds Potato e ' '`-
Cheesy Baked Mixed Squash& Roasted .
VEGETABLE 1 Buttered Peas Spanish Rice Bahama Blend Green Beans :.�,,. N
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Cauliflower Tomato Vegetables - r'
Assorted Assorted Assorted Assorted Assorted Assorted Assorted - :'�
DESSERT Cookies Cookies Cookies Cookies Cookies Cookies Cookies
White Rolls Corn Bread Flour Tortillas Garlic Stick Wheat Rolls Garlic Bread Hushpuppies "' ,
BREAD r;'. .m,"*�"..'`1
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SWEET SWEET& SWEET& SWEET& SWEET& SWEET& SWEET 8 ,1�` '
DRINKS EtUNSWEET UNSWEET UNSWEET UNSWEET UNSWEET UNSWEET UNSWEET
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MONDAY TUESDAY WEDNESDAY Chicken
ITHURSDAFRIDAY SATURDAY SUNDAY • l �.4
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ENTREE 1 Baked Chicken Italian Meatballs Grilled Beef Fajitas Fried BBQ Links4111111v. ,a 4 ^• t �:;' " ` rt, �
Breast Ribeye Steak Peppers&Onions Catfish Brisket Red Beans �q„1
WI Sauce
ENTREE 2 Stuffed Italian Sausage Grilled Shrimp Cheese Chicken&Sausage BBQ Fried ,..4a* ,. .
Bell Peppers w/Peppers& Enchiladas Jambalaya Ribs Chicken a e r,,
Onions i
Spaghetti Butter&Parsily Oven Roasted Rice Steamed White , r '> 4 I ,
STARCH 1 Wild Rice Noodles Potato's Spanish Rice Potatoes Pilaf Rice ,+ s ,. "" al,Y
Oven Roasted Scalloped Dirty ' - tiX •f• + to
STARCH 2 Mashed Potatoes Garlic Potatoes Steak Fries Charro beans Hushpuppies potato's Rice � .� .,, <
Fried squash Seasoned Green Stewed Fried Okra " t" fid"` k t " +i• '` '
VEGETABLE 1 Baja Blend &Zucchinni Beans Spiced corn Okra n Tomatoes Corn on the cob • ., ,Tom. • s` +
Buttered Sauteed Choosey
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VEGETABLE 2 Peas Calif blend Mushrooms Queso and chips Baked caldlower Steamed broccoli Glazed carrots ,'
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SALAD Mixed Greens Ceasar Salad Mixed Green Mixed Greens Creamy Coleslaw Potato Salad Spinach Salad ,, -,,,, :-., i.j
Strawberry Bread Pudding
oEssERr Apple Cobbler Cherry Crisp Shortcake Tres Leches w/Carmel Sauce Peach Cobler Brownies wf
BREAD White/Wheat Rolls Garlic Bread White/Wheat Rolls Flour Tortillias Corn Bread White/Wheat Rolls Whits/Wheat Rolls ` �wu""` - -- --� -
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5 . 4 . 4 Delivered Meals
CULIN AR Y
LOGISTICS
71UL Art a/'C.'a/Hug
Sack lunches will consist of the following: Meals can be delivered to remote or satellite
locations. These meals can consist of sack lunches or
• Two sandwiches of whole meats on a variety can be the hot meal served at the base location.
of breads Cotton Culinary has complete SOP's that allow for all
• One bag of chips or similar side option HACCP guidelines to be followed in delivery and
service of complete hot meals.
• One trail mix or similar snack
• One dessert style snack With the establishment of "permanent" remote
• One piece of whole fruit locations, Cotton Culinary can provide tent structures
• Condiments to provide for enclosed and conditioned service areas
• One cutlery set to include napkin, salt and from which we can service crews or personnel who
pepper cannot travel to and from the base location for each
• Bottled water or canned soda meal service.
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ar 5 . 4 . 5 City Requirements
CULINARY
LOG I STI C $ me til ra/ t;(It'C1111g
Cotton Logistics is fully self contained and can operate with little or no support from The City
of Port Arthur.
Port Arthur will be required to provide a safe and relatively secure location from which we
can operate and will ultimately be responsible for our access into and out of the city during
an emergency situation.
If Port Arthur could provide utilities at the site chosen for services, the cost to the city would
be greatly reduced. Services required include:
• Electricity
• Potable water
• Sewage
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LOGISTICS 773e,Iii c f(utc) 1lg
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propane cage
counter to be 25'oft floor
20 amp plug ;i.
WPM'shelf 2 burner not plate �”Is
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block lot exterior ■ 'B I`' f
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ID'commercial grease flood .r.6a'">9.[>�. ' -}
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100 amp electoral package with all plugs on there own separate circuit e, '► .. ;,,,,,v.', ''''''w"-----,'.
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36'genenrsor box win sale out trey and Mop leg —
36'access door ,. .� -..Y i { t --e _
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trVane cages a,rear , 1 €��a 1 I. . r e µ "#� y—"'••"_ - .-..LaR
s6•rtaMr entry deo« ',,,..../,,.§41,,..,.‘ .�# t.,.
a*A kage Cr30gal fresh 50 gal wastes 69*wot seal 1 d '?`.' `` _. 5s
city to labor 'C''
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8'w,weaann window with glass and screens wan A,v up counter aumde vy.. a"d - s 'Id,' :X r
stemless steel ler counter tops tmougnom `s ,i L, 1 - t +^k' .j i'.":"4.4„„,"..�` `{ ' , �-4 py+ ., y , n
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CULINARY
LOGISTICS
lbe 21r1 cf Caleriiic
Cotton Logistics can use its existing 1 ,oLk
relationship with several modular 1 ea ' 1i ili c no Q
building manufacturers to secure - ll
modular kitchen units depending on I ' � - 0a I��
what is in the current inventory. I G ' ►e.
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Modular units of this type are readily lig `� — :ii_•
available and can be outfitted and �� �' °�`� 0� I �I Dii"`�
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mobilized in a matter of weeks should
the long term needs of Port Arthur �_ . u !Mt.. . � ..
outlast the temporary emergency I ex ' :
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5 . 5 . 1 Rates and Fees
C U L I N A
LOGISTICS
R Y
ilk,:in()I-Catering
PRICE MEAL PROPOSED PRICE STRUCTURE:
(PER PERSON, PER MEAL):
25 - 49 - $127.21 Day Rate for assets, fuel, labor for up to
50 - 99 - $70.60 t 350 people: $6164.20 per day
O' ''' f -, OR One time mobilization
and
100 - 199 - $42.30 ' - ` '
,4) A; 1 demobilization fee of $5156.20
200 - 299 - $28.15 Per meal cost of $14
300 - 349 - $23.43
350+ - $22.09
ff . ' 5 . 5 . 2 Itemized Snack °Troll ,
,t, ,,,,,,Lo,
and Price List CULINARY
LOGISTICS li)?:1/iOf 0/terms;
SNACK ITEMS: COST PER CASE: DRINK ITEMS: COST PER CASE:
Apples 88ct $50.61 Coffee per gallon $15 per gallon
Oranges 88ct $55.40 Bottled Water 32ct $5.60
Bananas 40Ibs $27. 15 Canned Coke 24ct $18.44
Granola Bar 96ct $38.90 Canned Sprite 24ct $18.44
Pretzels 88ct $42.60 Canned Diet Coke 24ct $18.44
Trail Mix 72ct $60.06 Canned Dr. Pepper 24ct $18.44
Popcorn 64ct $44.00 Red Bull 24ct $54.45
Cookies 60ct $26.01 Gatorade 24ct $28. 56
Crackers 60ct $28.60 Apple Juice 12ct $20.43
Chips 60ct $37.84 Orange Juice 12ct $20.43
Peanut Butter Cup 32ct $19.30
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5 . 7Appendices aTro
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CULINAR Y
LOGISTICS
thc /C�rtc r r�rtj
SEE ATTACHED EXECUTED APPENDICES:
A- COST PROPOSAL FORM
B - LETTER OF INTEREST
C -AFFIDAVIT
D- CONFLICT OF INTEREST QUESTIONNAIRE
E- PROPOSERS WARRANTIES
F — NON-COLLUSION AFFIDAVIT
G — HOUSE BILL VERIFICATION
H — SB 252
I — FEDERAL CLAUSES
@1TOH
,.P, Summary .
CULINARY
LOGISTICS
:the Art of Ciller/It;
,
Cotton Logistics is proposing both a per meal price and
_ . -- - requested and an alternate method of a "day rate" for assets
•
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�' and staffing and a per meal price for the meals.
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n;,� "° ,, ► We would like the opportunity to discuss in detail our plans to
. � P 4
., execute a successful and enjoyable event and look forward to
,�,: further discussions.
Thank you,
rillf
I
±i Cotton Logistics
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1. LOGISTICS 17.3e Art of catering
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281 -788-9646
fts://www,cotton Ioqjstic .corn/
https://cottonculinary.corn/