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PR 20985: REPLACE HVAC CONTROLS AT CIVIC CENTER, LIBRARY, REC CENTER, CITY HALL AND CITY HALL ANNEX
Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Ron Burton, Interim City Manager From: Adam J Saunders,Civic Center Director RE: Proposed Resolution No. 20985 NATURE OF THE REQUEST: Currently the Civic Center, Library, City Hall, Recreation Center and Water Plant have had continued problems over many years with the HVAC controls in each of these facilities. Currently the controls are Siemens, and requires their maintenance and repair if there is a problem. Due to the fact they are located in the Houston area, quick response is not possible. All of this has resulted in a high amount of repair and maintenance costs, since most times a general HVAC contractor is called for problems, only to find the issue is with the controls. Then a call to Siemens is needed with delays in responding. The City then has to pay for two maintenance calls for one issue. To rectify this, it is proposed to remove all current Siemens controls from each of these facilities and replace them with standard controls. These controls will allow any HVAC contractor to do maintenance and repairs to all units, both mechanical and controls. This will lessen the response time and overall costs of maintenance and repairs. It is requested an agreement be made between the City of Port Arthur and ICM of Beaumont, Texas to remove current HVAC controls and replace with new standard controls in the Civic Center, Library, City Hall, Recreation Center and Water Plant for a total cost of$45,145.00. The Purchasing Division advertised this bid opening on June 24 and on July 2, 2019. Bids were received as follows: • Edward Energy Environmental & Waste $104,559.00 • ICM $ 45,145.00 This will be paid with funds from the Civic Center, Library, Parks & Recreation and Public Works Building maintenance accounts as listed under `Budgetary and Fiscal Effects" portion of this memo. ANALYSIS/CONSIDERATION: The replacement of these HVAC Controls will lessen maintenance and repairs costs, increase response time, allow one contractor to do the work and get the units up and running sooner. BUDGETARY AND FISCAL EFFECT Funds available in the following accounts: • Civic Center Dept Account 001-1061-518-32-00 $12,100.00 • Library Dept Account 001-1403-551.32-00 $12,800.00 • Parks& Rec Account 001-1402-551.32-00 $1,660.00 PR20985 • Water Plant Account 001-1206-531.32-00 $6,300.00 • City Hall & Annex Account 001-1206-531.32-00 $12,285.00 RECOMMENDATION A resolution authorizing the City Manager to execute an agreement with ICM of Beaumont, Texas for removal of HVAC controls and replacement of new standard HVAC controls at the Civic Center, Library, Recreation Center, City Hall and Annex and Water Plant for an amount of $45,145.00. Funds are available in accounts listed above. STAFFING EFFECT None PR20985 P.R. No. 20985 07/29/19 AJS PAGE 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH ICM OF BEAUMONT, TEXAS FOR REMOVAL OF HVAC CONTROLS AND REPLACEMENT OF NEW STANDARD HVAC CONTROLS AT THE CIVIC CENTER, LIBRARY, RECREATION CENTER, CITY HALL AND ANNEX AND WATER PLANT FOR AN AMOUNT OF $45,145.00. FUNDS ARE AVAILABLE IN ACCOUNTS 001-1061-518-32-00 (CIVIC CENTER), 001-1403-551.32-00 (LIBRARY), 001-1402-551.32-00 (PARKS & RECREATION) AND 001-1206-531.32-00 (PUBLIC WORKS). WHEREAS, the Civic Center, Library, City Hall, Recreation Center and Water Plant facilities have had continued problems over many years with the HVAC controls; and WHEREAS, the removal and replacement of these controls with standard HVAC controls will allow ease of maintenance and repair; and WHEREAS, the removal and replacement of these controls will decrease the time HVAC units are down in these facilities; and WHEREAS, the removal and replacement of these controls will reduce the HVAC maintenance and repair costs; and WHEREAS,the Purchasing Division advertised for bids on June 24 and on July 2, 2019, and ICM of Beaumont, Texas provided the lowest and most responsive bid for the removal and replacement of HVAC controls with standard HVAC controls for a total cost of$45,145.00; and WHEREAS,the City of Port Arthur Departments will pay as stated in Exhibit A. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That, the facts and opinions in the preamble are true and correct. Section 2. That, the City Council hereby authorizes the City Manager to enter into a contract with ICM of Beaumont, Texas for removal of HVAC controls and replacement of new PR20985 standard HVAC controls at the Civic Center, Library, Recreation Center, City Hall and Annex and Water Plant for an amount of $45,145.00, in substantially the same form as attached as Exhibit"B". Section 3. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of August, 2019, A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: , Councilmembers: , NOES: Thurman '`Bill" Bailie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED S TO FORM: Va c'a iz ,1-i y ' ttorney APPROVED FOR ADMINISTRATION: Ron Burton, Interim City Manager PR20985 :), APPROVED AS TO FUND AV ILABILITY: `KCS C\_ ,\ , ___,.. // if taditt. 41 (Al 1 � Kandy Danie41 (�Interim Director of Finance Clifton Williams, CPPB, Purchasing Manager PR20985 EXHIBIT "A" PR20985 _ © 7 7 7© 7 \ en Ci\C © eV 00 - il U - - - - if, 7-1 �� ,1 4 ) . \ ° .� � l e 2 - - I. -. : 2 \ _ t » \ d / CA az F — » m / / 7,j.m Q 2 m :,..: E..... =... m « © ? © ? 7 Q $ - 0 g - 0 ƒ 040 & ! - - - m d d k r 7r n 7.1:Om 1:75 74 / _ % ) cn O /§ co t 00 EA V3 EA E m 2 > . 4 M � ;4 *r ° k ƒ tt - �� -CA § 6 N- C.) 2 / w g vz N in > ] § = Q - § // /k .... \ E _ / \ = ® / ƒ . ) ® = . \ = = 3 Q U o 2 - 2 / 2 / • \ - « ° a G . m / F.-...) - a p v u > 2 Z / c- 7 3 ��� U U 2 ., { / / .§ .§ c.0 k0 o L. § / % — ev n m / _ (-) 00Z 2 Q / ) A / q / - - . EXHIBIT "B" PR20985 CONTRACT FOR REMOVAL AND REPLACEMENT OF HVAC CONTROLS AT VARIOUS CITY OF PORT ARTHUR FACILITIES THIS AGREEMENT, made this day of , 2019, 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 ICM hereinafter called "CONTRACTOR". WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be 12 months from the date stated on the Notice to Proceed, unless sooner terminated under the provisions hereof. The City can terminate this contract at its convenience which includes,but is not limited to,funding not being available in any budget cycle within thirty (30)days written notice. 2. The Contractor shall remove HVAC controls and replace new standard HVAC controls at the Civic Center, Library, Recreation Center, City Hall and Annex and Water Plant as detailed here: a. Remove and dispose all controllers at each facility b. Install new Honeywell Wi-Fi thermostats and new remote sensors at each facility. Thermostat will be mounted on the existing control boxes in the mechanical room. The remote sensor will be mounted in one of the existing room sensor of your choice. c. Replace and rewire all actuators at each facility and mount them on the existing hot and chilled water valves d. Label all wires e. Program the thermostats. Testing operation. Providing training f. One-year labor warranty on the newly installed parts g. 2 years' warranty on all parts 3. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor in the Specifications. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms in the amount of$45,145.00. 5. The term "Contract Documents" means and includes the following: 1) Agreement 2) General Information 3) Specification 4) Bid 5) Notice of Award 6) Notice to Proceed 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 7. 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 2019. ATTEST CITY OF PORT ARTHUR BY CITY SECRETARY Ron Burton Interim City Manager Signed on the day of , 2019. WITNESS: ICM BY Print Name: PRINT NAME: TITLE: DERRICK FORD FREEMAN,MAYO REBECCA UNDERHILL HAROLD DOUCET,SR.MAYOR PRO TEM INTERIM CITY MANAGER COUNCIL MEMBERS: City of SHERRI BELLARD,TRMC RAYMOND SCOTT,JR CITY SECRETARY �� CAL J.JONES c� THOMAS J.KINLAW III —�� VAL TIZENO ort rthur CHARLOTTE MOSES CITY ATTORNEY KAPRINA FRANK Texas JUNE 23, 2019 INVITATION TO BID CHANGE CITY OF PORT ARTHUR HVAC SYSTEMS IN VARIOUS BULDINGS TO MANUAL CONTROLS DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, July 10, 2019. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, July 10,2019 in the City Council Chambers, City Hall, 5th Floor, Port Arthur,TX. You are invited to attend. MARK ENVELOPE: P19-067 DELIVERY ADDRESS: Please submit one (1)original and one (1) copy of your bid to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET, 4th Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640 POINTS OF CONTACT: Questions concerning the Invitation to Bid or Scope of Work should be directed in writin.to: City of Port Arthur, TX Clifton Williams,Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 clifton.williams@,portarthurtx.gov The enclosed Invitation to Bid (ITB) and accompanying General Instructions, Conditions and Specifications are for your convenience in submitting bids for the enclosed referenced services for the City of Port Arthur. Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL BIDS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed ITB submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted ITB submittals will not be accepted. Clifton Williams, CPPB Purchasing Manager Pau 2 of 18 INVITATION TO BID CHANGE CITY OF PORT ARTHUR HVAC SYSTEMS IN VARIOUS BULDINGS TO MANUAL CONTROLS (To be Completed ONLY IF YOU DO NOT BID) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid, we would appreciate your response regarding the reason(s). Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: this time only not this commodity/service only Yes No Does your company provide this product or services? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City, State, Zip Code: Date: Page 3 of 18 SUBMIT THE FOLLOWING. A. BID SHEETS-PAGE 7 B. EQUIPMENT LIST -8 C. NON-COLLUSION AFFIDAVIT-PAGE 9 (MUST BE NOTARIZED) D. AFFIDAVIT-PAGE 10 (MUST BE NOTARIZED) E. CONFLICT OF INTEREST-(IF NO CONFLICT WRITE N/A OR NOT APPLICABLE ON LINE 1 AND SIGN & DATE ON LINE 7- PAGE 11 F. CHAPTER 2252 CERTIFICATION-PAGE 13 G. HOUSE BILL 89 VERIFICATION-PAGE 14 Page 4 of 18 SPECIFICATIONS CHANGE CITY OF PORT ARTHUR HVAC SYSTEMS IN VARIOUS BULDINGS TO MANUAL CONTROLS SCOPE OF WORK The City of Port Arthur is upgrading our current Siemens system to non proprietary system for our various buildings. Any brand names stated are a standard. Contractor may submit an equivalent for the City's evaluation. 1. Water Plant Buildings • Remove and dispose all 7 controllers. • Install 7 Honeywell Wi-Fi thermostats or equivalent. Thermostat will be mounted on the existing room sensors. • Replace and rewire all 14 actuators and mounting them on the existing hot and chilled water valves. • Labeling all wires. • Program the thermostat . Testing operation. Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. 2. Recreation Center • Remove and dispose all 3 controllers. • Install 3 Honeywell Wi-Fi thermostats and 3 remote sensors. Thermostat will be mounted on the Existing control boxes in the mechanical room. The remote sensor will be mounted in one of the existing room sensor. • Labeling all wires. • Program the thermostat. Testing operation. Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. 3. Civic Center • Remove and dispose all 14 controllers. • Install 12 Honeywell Wi-Fi thermostats for the 12 small Daikin package units. Thermostat will be Mounted on the existing sensor location. Pull all necessary wires. • Install 2 Daikin IM 1199 sensor/temperature setting for the 2 large Daikin units serving the main hall. The sensor will be mounted on the existing sensor locations. • On all 14 package units,reconnect all wires back to the factory control boards that were cut by Previous companies. These cut wires are very essential safety to the unit since many if not all safeties have been bypass. • Labeling all wires. • Program the thermostat. Testing operation. Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. Page 5of18 4. City Hall & Annex Building • Remove and dispose all 15 controllers. • Install 15 Honeywell Wi-Fi thermostats and 15 remote sensors. Thermostat will be mounted on the Existing control boxes in the mechanical room. The remote sensor will be mounted in one of the existing room sensor of your choice. • Replace and rewire all 30 actuators and mounting them on the existing hot and chilled water valves. • Labeling all wires. • Program the thermostat. Testing operation. Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. 5. Library • Remove and dispose all 13 controllers. • Install 12 Honeywell Pro-focus 5000 thermostats for the zones. Thermostat will be mounted on the Existing control boxes in the mechanical room. The remote sensor will be mounted in one of the existing sensor location. Pull any necessary wires. • Install Carel controller with digital display for field service assistance. The carel controller is the essential component/brain to open/close dampers, actuator, and valves. • Labeling all wires. • Program the thermostat. Testing operation. Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. Page 6 of 18 CITY OF PORT ARHTUR EXCEPTION I APPROVED EQUAL REQUEST [Please submit this form for each exception/approved equal] VENDOR 56/\-4 : EMAIL: .riu' i1 A1(.31776 fcx• X,41-100 . BID: PAGE: of PARAGRAPH: SUBJECT: REQUEST: • Signature FOR CITY OF PORT ARTHUR USE ONLY APPROVED: DISAPPROVED: CLARIFICATION: REMARKS: Signature CITY OF PORT ARTHUR REP Page 7 of 18 CITY OF PORT ARTHUR,TEXAS -— BID SHEET BID FOR: CHANGE CITY OF PORT ARTHUR HVAC SYSTEMS IN VARIOUS BULDINGS TO MANUAL CONTROLS BID DUE DATE: JULY 10,2019 ITEM# DESCRIPTION TOTAL COST # OF DAYS 1 WATER PLANT BUILDING $ 3 o C) v 5- 2 RECREATION CENTER .$ I, G . CZ) 3 CIVIC CENTER $ 1,2160 - 0c: ,1 it- 4 CITY HALL &ANNEX BUILDING $ / j 2 fS . 66 5 LIBRARY $ 0,goo • 6-1; /if TOTAL $ J ( yc. 00 C 41./16— fi ;T " COMPANY NAME STREET ADDRESS • NA' ' OF BIDDER P.O.BOX S TEFAN (MA/Cr e.ct,.ti4t-40/jr "1—.)( 7 7 2Or PRINT OR TYPE NAME CITY STATE ZIP eaves 1 ic9.z —3 7 3 7 �� v 9i '3 - 3 7 6. 3 TITLE AREA CODE TELEPHONE NO _W-CAA)( C - 1(4-ez c ,OW1 ( o9 -3736 EMAIL FAX NO. Page 8 of 18 AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: L I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. IRAeo tvieeNat Meckfiklii tic log 1, 9 Firm Na e , Date Irl ) Sah&- ePTI2 J21), Q/)Cll e Autho ized '.igna je Title E . ' ht\1sl�l (NM 90-5`15'7 Name(please print) Telephone 1-J-15AN,SO4O.DryL - Email STATE: I C" S COUNTY: 3e,f-cP��Ok! SUBSCRIBED AND SWORN to before me by the above named ,,,ed LOI SOY`-- on this the l/ `��' day of (,tK ,20 1 . SCA-A-V 1�P`SVA CARRIE SARVER Notary Public ?�,` Notary ID 010735948 •AViiib,+t My Commission Expires 4or tE .tuly 22 :222 IlI,�1�iN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL Page 9 of 18 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg-, Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176,Local Government Code,by a vendor who Date Received has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be fled with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code.An offense under this section Is a misdemeanor. ?( Name of vendor who has a business relationship with local governmental entity. / Vn- i 2j t l Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated t I completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally tiled questionnaire was incomplete or inaccurate.) A Name of local government officer about whom the information is being disclosed. Name of Officer J Describe each employment or other business relationship with the local government officer,or a family member of the officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable Income, other than investment Income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction of the local government officer or a family member of the officer AND the taxable Income is not received from the local governmental entity? n Yes No 11 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. il riCheck this box if the vendor has given the local government officer or afamily member of the officer one or more gifts as •e cribed in Section 176.003(a)(2) :), excluding gifts described in Section 176.003(a-1). 7 el ...... a '7-g- /g big. - = �f vendor ing bus!. = th the governmental entity Date Form provided by Te•.. thlcs Commission www.ethics.state.tx.us Revised 11/30/2015 Page 10 of 18 • • CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ DocslLG/htm/LG.176.htm. For easy reference,below are some of the sections cited on this form. Local Government Code§176.001(1-a):"Business relationship'means a connection between two cr more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or tee regulation by a federal,state,or local governmental entity or an agency ofa federal,state,or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public;or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by,and reporting to,that agency. Local Government Code§176.003(a)(2)(A)and(B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vender: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds$2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; a- (ii) (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one cr more gifts that have an aggregate value of more than$100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed;or (ii) the local governmental entity is considering entering into a contract with the vendor, Local Government Code§176.006(a)and(a-1) (a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A); (2) has given a local govern ment officer of that local governmental entity,or a family member of the officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any gift described by Section 176.003(a-1);or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict cf interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter Into a contract with the local governmental entity;or (B) submits to the local governmental entity an application,response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity;or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer,or a family member of the officer,described by Subsection(a); (B) that the vendor has given one or more gifts described by Subsection(a);or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.ethlcs.stato.tx.us Revisod 11/30/2015 Page 11 of 18 SB 252 CHAPTER 2252 CERTIFICATION I, 2-1 , the undersigned and representative of lYi""AAud‘ (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. L) _fJ1 F J /NSos Name of Company Representative (Print) 1(: --‘ Siturmoy Representative 1 —q- ig Date Page 12 of 18 House Bill 89 Verification I, JOh n (Person name), the undersigned representative (hereafter ref rred to as "Representative") of • (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 .rdinary business purposes. 41 Aliduad DA. GNA UROF ' ,•RESENTATIVE BS RIBED AND SWOR1N TO BEFORE ME, the undersigned authority, on this t- day of t 20 ��. • I ot'ar v�B' CABBIE SARVER CWt�(/1L/ _�)` • NotaryID#10735948 F /., My Commission Expires M NotaryNublic July 3, 2022 Page 13 of 18 • Industrial and Commercial Mechanical F•••••••000000.."___ TACLA23943C 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 July 1st,2019 City Of Port Arthur Attention: Mike Flores Reference: Replace BAS(Building Automation System) Water Plant Building Dear Mike, Industrial&Commercial Mechanical LLC is pleased to offer the following proposal for providing labor and material to Upgrade/Replace the BAS(Building Automation System)from the existing building. Description • Remove and dispose all 7 controllers. • Install 7 Honeywell Wi-Fi thermostats.Thermostat will be mounted on the existing room sensors. • Replace and rewire all 14 actuators and mounting them on the existing hot and chilled water valves. • Labeling all wires. • Program the thermostat.Testing operation.Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. The proposed price for Upgrading/Replacing BAS is: Price:$6,300.00(six thousands three hundred dollars).Job will be completed in 5 working days without any interruptions. Items not included in Proposed Work Any changes or modifications not included as part of proposal,or the proposed scope of work. Any applicable taxes are excluded and will be billed extra. Prices are firm for thirty(30)days. Work to be performed on straight time basis and will begin upon receipt of a signed Repair Service Agreement or mutually agreed Purchase Order referencing the subject proposal. Thank you for your request for this proposal. We would appreciate the opportunity to provide these services and as always,we certainly appreciate your valuable business. TACLA 23943C—Regulated by the Texas Department of Licensing and Regulation PO Box 12157*Austin,TX 78711*1-800-803-9202,512.463-6599 Industrial and Commercial Mechanical F000.00110111111111.11111111111111, TACLA23943C 4445 Westpark Avenue i INA Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 July 1st,2019 City Of Port Arthur Attention: Mike Flores Reference: Replace BAS(Building Automation System) Recreation Center On 9th Ave. Dear Mike, Industrial&Commercial Mechanical LLC is pleased to offer the following proposal for providing labor and material to Upgrade/Replace the BAS(Building Automation System)from the existing building. Description • Remove and dispose all 3 controllers. • Install 3 Honeywell Wi-Fi thermostats and 3 remote sensors.Thermostat will be mounted on the existing control boxes in the mechanical room.The remote sensor will be mounted in one of the existing room sensor. • Labeling all wires. • Program the thermostat.Testing operation.Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. The proposed price for Upgrading/Replacing BAS is: Price:$1,660.00(one thousand six hundred and sixty dollars).Job will be completed in 2 days without any interruptions. Items not included in Proposed Work Any changes or modifications not included as part of proposal,or the proposed scope of work. Any applicable taxes are excluded and will be billed extra. Prices are firm for thirty(30)days. Work to be performed on straight time basis and will begin upon receipt of a signed Repair Service Agreement or mutually agreed Purchase Order referencing the subject proposal. Thank you for your request for this proposal. We would appreciate the opportunity to provide these services and as always,we certainly appreciate your valuable business. TACLA 23943C—Regulated by the Texas Department of Licensing and Regulation PO Box 12157"Austin,TX 78711*1-800-803.9202,512.463-6599 ___...-- Industrial and Commercial Mechanical pro000001111011.11.11111111111111111111, . TACLA23943C 4445 Westpark Avenue i 1NA Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 July 1st,2019 City Of Port Arthur Attention: Mike Flores Reference: Replace BAS(Building Automation System) Civic Center Dear Mike, Industrial&Commercial Mechanical LLC is pleased to offer the following proposal for providing labor and material to Upgrade/Replace the BAS(Building Automation System)from the existing building. Description • Remove and dispose all 14 controllers. • Install 12 Honeywell Wi-Fi thermostats for the 12 small Daikin package units.Thermostat will be mounted on the existing sensor location.Pull all necessary wires. • Install 2 Daikin IM1199 sensor/temperature setting for the 2 large Daikin units serving the main hall.The sensor will be mounted on the existing sensor locations. • On all 14 package units,reconnect all wires back to the factory control boards that were cut by previous companies.These cut wires are very essential safety to the unit since many if not all safeties have been bypass. • Labeling all wires. • Program the thermostat.Testing operation.Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. NOTE: After we rewire them back to the factory diagram and specification,and if there is any failed device shall be extra cost as we will list them. The proposed price for Upgrading/Replacing BAS is: Price:$12,100.00(twelve thousands one hundred dollars) Items not included in Proposed Work Any changes or modifications not included as part of proposal,or the proposed scope of work. Any applicable taxes are excluded and will be billed extra. Prices are firm for thirty(30)days. Work to be performed on straight time basis and will begin upon receipt of a signed Repair Service Agreement or mutually agreed Purchase Order referencing the subject proposal. Thank you for your request for this proposal. We would appreciate the opportunity to provide these services and as always,we certainly appreciate your valuable business. TACLA 23943C—Regulated by the Texas Department of Licensing and Regulation PO Box 12157'Austin,TX 78711'1-800-803-9202,512-463-65599 .-_____.- Industrial and Commercial Mechanical TACLA23943C 4445 Westpark Avenue I INA Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 July 1st,2019 City Of Port Arthur Attention: Mike Flores Reference: Replace BAS(Building Automation System) City Hall and Annex Building Dear Mike, Industrial&Commercial Mechanical LLC is pleased to offer the following proposal for providing labor and material to Upgrade/Replace the BAS(Building Automation System)from the existing building. Description • Remove and dispose all 15 controllers. • Install 15 Honeywell Wi-Fi thermostats and 15 remote sensors.Thermostat will be mounted on the existing control boxes in the mechanical room.The remote sensor will be mounted in one of the existing room sensor of your choice. . • Replace and rewire all 30 actuators and mounting them on the existing hot and chilled water valves. • Labeling all wires. • Program the thermostat.Testing operation.Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. The proposed price for Upgrading/Replacing BAS is: Price:$12,285.00(twelve thousands two hundred and eighty five dollars).Job will be completed in 6 working days without any interruptions. Items not included in Proposed Work Any changes or modifications not included as part of proposal,or the proposed scope of work. Any applicable taxes are excluded and will be billed extra. Prices are firm for thirty(30)days. Work to be performed on straight time basis and will begin upon receipt of a signed Repair Service Agreement or mutually agreed Purchase Order referencing the subject proposal. Thank you for your request for this proposal. We would appreciate the opportunity to provide these services and as always,we certainly appreciate your valuable business. TACLA 23943C—Regulated by the Texas Department of Licensing and Regulation PO Box 12157*Austin,TX 78711*1-800-803-9202,512-463-6599 —" Industrial and Commercial Mechanical F000.00111011110111111111111111111111, I IMI TACLA23943C 4445 Westpark Avenue Beaumont,TX 77705 Phone(409)842-3737 Fax (409)842-3738 July 1st,2019 City Of Port Arthur Attention: Mike Flores Reference: Replace BAS(Building Automation System) Library Dear Mike, Industrial&Commercial Mechanical LLC is pleased to offer the following proposal for providing labor and material to Upgrade/Replace the BAS(Building Automation System)from the existing building. Description • Remove and dispose all 13 existing controllers. • Install 12 Honeywell Pro-focus 5000 thermostats for the zones.Thermostat will be mounted on the existing sensor location.Pull any necessary wires. • Install Carel controller with digital display for field service assistance.The carel controller is the essential component/brain to open/close dampers,chilled/hot water valves. • Reconnect the new controller to the existing damper,actuator,and valves. • Labeling all wires. • Program.Testing operation.Providing training. • One year labor warranty on the newly installed part. • 2 years warranty on all parts. NOTE: Any existing component are found to be bad shall be extra cost. The proposed price for Upgrading/Replacing BAS is: Price:$12,800.00(twelve thousands eight hundred dollars).Job will be completed in 14 working days without any interruptions. TACLA 23943C—Regulated by the Texas Department of Licensing and Regulation PO Box 12157•Austin,TX 78711' 1-800-803-9202,512-463-6599 GENERAL INFORMATION: NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port Arthur the required information specified in Bid or Proposal Specifications listed in this Bid Package. All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall indicate that the bidder has not taken exceptions and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. The City reserves the right to accept any and all or none of the exception(s)/substitutions(s) deemed to be in the best interest of the City of Port Arthur. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance with these specifications. The award shall be made to the responsive, responsible bidder who submits the best value bid. The City reserves the right to: 1. Reject any and all bids and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the City. 3. Reject any or all bids and to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interests of the City. 4. Award bids to bidders whose principal place of business is in the City of Port Arthur and whose bid is within 5% of the lowest bid price, as provided by Section 271.905 of the Texas Government Code. Excluding Federal Funds TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and Proposal" shall be equivalent. Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response to all requirements and questions as directed. CONFLICT OF INTEREST: 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/filinginfo/conflict 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. Page 14 of 18 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 ITB and Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the bidder's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the bid to be rejected. It is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel) in Port Arthur, the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics,the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Department, P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas,Jefferson County. Page 15 of 18 COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and,the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this ITB. QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner,perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is specifically advised that the written bid proposal will prevail in the determination of the successful bidder. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall Page 16 of 18 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 fmal acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contractor shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury$500,000 single limit per occurrence or$500,000 each person/$500,000 per occurrence for contracts of$100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). a. Minimum combined single limit of$500.000 per occurrence, for bodily injury and property damage. Page 17 of 18 b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and$100,000 per occurrence for property damage. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates) and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered, modified or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur not more than ten(10) days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10) days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between OWNER and CONTRACTOR. CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager available Monday through Friday from 8:00 a.m. to 5:00 p.m. so that the City will be able to contact the contractor. Page 18 of 18