HomeMy WebLinkAboutPR 14569: TREY'S TRACTOR SERVICE - MOWING CONTRACTcr~o~~o~z'~~r~~,
Parks and Recreation
MEMORANDIIM
TO: Stephen B. Fitzgibbons, City Manager
FROM: Dr. Albert T. Thigpen, Interim Director Parks & Recreation
DATE: February 15, 2008
RE: P. R. # 14569-Award of A Mowing Contract (2008) for the
Mowing of Groups "XI" and "Xil"
COMMENTS
RECOMMENDATION:
It is recommended that the City Council approve Proposed Resolution No. 14569,
authorizing the City Manager of the City of Port Arthur to execute a contract with
Trey's Tractor Service as shown on the attached bid tabulation for the mowing of
Groups "XI"and "XI I" in the City of Port Arthur in an amount not to exceed $ 19,620.
BACKGROUND:
The Parks and Recreation Department is responsible for the mowing of various City
parks and right-of-ways year round in the City of Port Arthur. The City Council and
the City Manager have made the appropriate maintenance of City Parks and right-
of-ways a priority. In keeping with this mandate the Parks & Recreation Department
has strengthened contract specification enforcement for mowing vendors; renewals
are only offered to vendors who have satisfactory evaluations as determined by
Parks & Recreation staff.
BUDETARY/FISCAL EFFECT:
The estimated cost of this contract is $ 19,620. Funding is available in the FY 2008
budget, Account No. 001-1207-531.31-00.
EMPLOYEE/STAFF EFFECT:
Acceptance of this recommendation will not affect the staffing levels at this time.
SUMMARY:
It is recommended that the City Council approve Proposed Resolution No. 14569,
authorizing the City Manager of the City of Port Arthur to execute a contract with
Trey's Tractor Service as shown on the attached bid tabulation for the mowing of
Groups "XI" and "XII" in the City of Port Arthur in an amount not to exceed $ 19,620.
P. R. #14569
02/15/2008/ca
RESOLUTION NO.
A RESOLUTION AWARDING AND AUTHORIZING THE EXECUTION OF A
MOWING CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND TREY'S
TRACTOR SERVICE FOR GROUP "XI" AND "XII" NOT TO EXCEED $ 19;620;
SAID ANNUAL CONTRACT IS FOR MOWING VARIOUS CITY PROPERTIES,
PARKS AND RIGHT-OF-WAYS 1N THE CITY; ESTIMATED ANNUAL COST
$ 19,620 PROPOSED FUNDING: PARKS DIVISION, FY 2008 BUDGET ACCOUNT
NO. 001-1207-531.31-00.
WHEREAS, bids from ten companies were received for mowing services on
February 20, 2008 and have been evaluated by the City staff and Purchasing Manager;
and,
WHEREAS, the bid tabulation is attached hereto and made a part hereof as
Exhibit "A"; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
THAT the City Council of the City of Port Arthur hereby awards a mowing
contract, based on a mowing frequency as follows: Zero/None in January or Februazy;
and two (2) per month in Mazch, April, May, June, July, August, September, and
October: one (1) cut, in November and December for a total of eighteen cuts, to the
lowest and best responsible bidder in accordance with Exhibit "A", Trey's Tractor
Service Contractor for Groups "XI" and "XII" in the amount not to exceed $ 19,620.
THAT the City Manager of the City of Port Arthur be and is hereby authorized to
execute on behalf of the city, a contract between the City of Port Arthur and Trey's
Tractor Service for $19,620 for mowing for the Pazks Division on various City property,
parks and right-of--ways in the City of Port Arthur, Texas, copies of said contract being
incorporated by reference as Exhibit "B" with a complete copy of it being available for
.-:4
review in the office of the City Secretary. ~ r t --~
~;r ~CT,HAT said; Contract is an exact duplicate of a City standard form contract, a copy
of which is hereby incorporated by reference, except for the changes described in the
- ._.
Certificate of Standard Form, a copy of which is attached hereto and made a part hereof
as Exhibit "C", and said changes are hereby approved.
THAT fundirig is'or will be made available in the Parks & Recreation Division
FY,2008 Budget Account No. 001=I207=531:3T=00.-` '
~t~~~ .~
THAT a copy of the caption df this Resolution be spread upon the Minutes of the
City Council ` ' - ~ - _ _ _ _ .. __ _ _ _ ,_
READ, ADOPTED AND APPROVED THIS day of
A.D; , ~-, 2008, .at a
~~ u
Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
Ayes: _ t .. ,`t <_ ._ _ _- _ __ -- _ -__ _
N
Mayor
ATTEST:
Acting City Secretary
A{'AidI9YI'Y' G6 ,A 9f
CITY OF PORT ARTHUR TEXAS
BID SHEET
DESCRIPTION: MOWING OF VARIOUS CITY PROPERTIES, PARKS AND RIGI~T-OF-WAYS IN GROUPS III ,VII,
IX, X, Xl & XII IN THE CITY OF PORT ARTHUR
BID OPENING llATE: I'LBRUARY 20, 2008
NAME OF BIDDER NAME OF BIDDER NAME OF BIDDER NAME OF BIllDER NAME OF BIDDER
PICK TWO, INC NORTHSTAR TREY'S TRACTOR AFFORDABLE JOEY'S TRACTOR
UNLIMITED SERVICE LAWN CARE SERVICE
ITEM UOM ITEM UNIT COST UNIT COST UNIT COST UNIT COST UNIT COST
$3,700.00 $6,435.00 NO BID NO BID NO BID
I CUTS MOWING GI20UP III
$2,300.00 $4,975.00 NO BID NO BID NO BID
2 CUTS MOWING GROUP VII
$],100:00 $1,445.00 NO BID $2,900.00 $750:00
3 CUTS MOWING GROUP IX
$900.00 $1,400.00 NO BID $1,800.00 NO BID
4 CUTS MOWING GROUP X
$800.00 $1,965.00 $325:00 $1,580.00 NO BID
5 CUTS MOWING GROUP XI
NO BID $2,495.00 $765.00 NO BID NO BID
6 CUTS MOWING GROUP XII
CASIiB:R CHECK
PORT ART1iUR BEAUMONT PORT ARTHUR PORT ARTHUR PORT ARTHUR
PLACE OF BUSINESS
Page 1 of 2
CITY OF PORT ARTHUR TEXAS
• BID SHEET
DESCRIPTION: MOWING OF VARIOUS CITY PROPERTIES, PARKS AND RIGHT-OF-WAYS IN GROUPS 111, Vll,
IX, X, XI & XII IN THE CITY OF PORT ARTHUR
BID OPENING DATE: FEBRUARY 20. 2008
NAME OF BIDDER NAME OF BIDDER NAME OF BIDDER NAME OF BIDDER NAME OF BIDDER
YARDS R US GRASSHOPPER SCOTT TOTAL TOTAL LAWN TOMAHAWK
LAWN SERVICE LAWN CARE CARE LAWN SERVICE
ITEM UOM ITEM UNIT COST UNIT COST UNIT COST UNIT COST UNIT COST
NO B[D NO BID NO BID NO BID NO BID
1 CUPS MOWING GROUP IIl
NO BID NO BID NO BID NO BID NO BID
2 CUTS MOWING GROUP VII
NO BID $1,325.00 $420.00 NO BID $250.00
3 CUTS MOWING GROUP IX
$800.00 $1,000.00 $800.00 $450.00 $350.00
4 CUTS MOWING GROUP X
NO BID $555.00 NO BID NO BID NO BID
5 CUTS MOWING GROUP XI
NO BID NO BID NO BID NO BID NO BID
6
CUTS
MOWING GROUP Xll .
CASHIER CHECK
PORT ARTHUR PORT ARTHUR PORT ARTHUR PORT ARTHUR GROVES
PLACE OP BUSINESS
Page 2 of 2
Tj ~T~j~ GGD99
ONE YEAR CONTRACT
MOWING OF VARIOUS CITY PROPERTIES
PARKS, .RIGHT-OF -WAYS IN THE
CITY OF PORT ARTHUR
FY 2008
CONTRACT FOR THE MOWING OF VARIOUS
CITY PROPERTIES, PARKS AND RIGHT-OF-WAYS
IN THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this of , 2008,
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 TREY'S TRACTOR
SERVICE (Individual, firm, partnership or corporation) herein acting by and through
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:
The term of this Contract shall be from March 2008 to Mazch 2009.
2. The Contractor will perform mowing and trimming and removal of litter and debris
on City-Owned & Private-Owned properties in Groups "XI" and "XII" as stated in
the Contract Documents.
3. During the term of this Contract, the Contractor will furnish at his own expense all of
the materials, supplies, tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4 The CONTRACTOR agrees to perform all the work described in the specifications
and contract documents and to comply with the terms therein for the sum of
$ 19,620.
5. The term "Contract Documents" means and includes the following:
1) Agreement
2) Advertisement for Bids
3) Addenda
4) General Information
5) Specification '
6) Bid
7) Notice of Awazd
6. This Agreement shall be binding upon al] 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 above written.
Signed on the day of 2008
ATTEST
CITY SECRETARY
CITY OF PORT ARTHUR.
BY
Signed on the day of
ATTEST
CONTRACTOR
BY
2008
CITY SECRETARY
Vendors:
Sealed Bids, subject to the General Instructions, Conditions and Specifications, as
provided will be addressed to the City Secretary of the City of Port Arthur, Texas in
DUPLICATE.
Sealed BIDS shall be received no later than 3:00 P. M. February 20, 2008 at the City
Secretary Office and all bids received will thereafter be opened and read aloud at 3:15 P.
M. on February 20, 2008 in the City Council Chambers, 5th Floor, City Hall, Port
Arthur, Texas for the following:
MOWING OF VARIOUS CITY PROPERTIES, PARKS AND RIGHT-OF-WAYS
IN GROUPS III ,VII, IX, X, XI & XII IN THE CITY OF PORT ARTHUR
BIDS SHALL BE PLACED IN A SEALED ENVELOPE, with the bidder's name and
address in the upper left hand corner of the envelope. FACSIMILE TRANSMITTALS
SHALL NOT BE ACCEPTED.
BIDS MUST BE submitted on the pricing form included for that purpose in this packet
and SIGNED BY A PERSON HAVING THE AUTHORITY TO BIND THE FIRM IN A
CONTRACT.
MARK ENVELOPE: GRASS CUTTING
Sealed Bids shall be submitted to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY CITY SECRETARY
P. O. BOX 1089 444 4TH STREET
PORT ARTHUR, TEXAS 77641-1089 PORT ARTHUR, TEXAS 77640
ALL BIDS MUST BE RECENED IN THE CITY SECRETARY'S OFFICE BEFORE
OPENING DATE AND TIME.
Bids received after the closing time specified will be returned to the bidder unopened.
Award will be made as soon as practicable after opening. To obtain information, or if
you have any question, please contact Clifton Williams at the City of Port Arthur
Purchasing Office, at (409) 983-8160.
The City of Port Arthur reserves the right to 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 of Port Arthur. ,
Sincerely,
Joseph Broussard
Purchasing Manager
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 the Bid or
Proposal Specifications listed in this Bid Package.
The intent of this INVITATION TO BID (ITB) is to provide bidders with sufficient
information to prepaze SEALED BIDS IN DUPLICATE for famishing: MOWING OF
VARIOUS CITY PROPERTIES, PARKS AND RIGHT-OF-WAYS IN GROUPS
III ,VII, IX, X, XI & XII IN THE. CITY OF PORT ARTHUR
Bids must be in a sealed envelope addressed to the City Secretazy, City of Port Arthur;
P. O. Box 1089, Port Arthur, Texas 77641. Bids- shall be received no later than
3:00 P. M. February 20, 2008. Bid proposal MUST BE SIGNED BY THE BIDDER.
All bids meeting the intent of this request for bid will be considered for awazd.
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 exception 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.
Bids cannot be altered or amended afrer submission deadline. Any interlineation,
alteration, or erasure made before opening time must be initialed by the signer of the bid,
guaranteeing authenticity.
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. Awazd bids on one azea or multiple azeas, 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. Awazd 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 and the City decides that the local
bidder offers the City the best combination of contract price and additional economic
development opportunities for the City including the employment of residents in the City
and increased tax revenues for the City.
Bidders will have to provide documentation as to the status of the entity (dba,
corporation, partnership, etc) and provide documentation as to its principal place of
business.
The awazd if made, shall be made to the responsible vendor(s) whose bid is determined to
be the lowest offer; taking into consideration the relative importance of price,
conformance to specifications and capability and experience of the contractor.
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 cazefully and to
submit a complete response to all requirements and questions as directed.
CONFLICT OF INTEREST. No public official shall vote on this contract in violation of
Chapter 171 Local Government Code.
ETHICS: The bidder shall not offer or accept gifts or anything of value, nor enter into
any business arrangement with any employee, official or agent of the City of Port Arthur.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A
prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective
bidder must meet the following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Be otherwise qualified and eligible to receive an awazd.
3. Be engaged in a full time business, and can assume liabilities for any performance or
warranty service required.
4. The City Council shall not awazd a contract to a company that is in arreazs in its
obligations to the City.
5. No payments shall be made to any person of public moneys 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.
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
Senior Purchasing Assistant. Addenda will be mailed to all who aze known to have
received a copy of the ITB. Offerers shall acknowledge receipt of all addenda.
BONA FIDE BUSINESS THAT CLAIMS THE CITY OF PORT ARTHUR AS ITS
PRINCIPAL PLACE OF BUSINESS: The official business address (office location and
office personnel) shall be a Port Arthur address, 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.
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.:
Pazks Department, P. O. Box 1089, Port Arthur, Texas 77641.
PAYMENT: Payment will be made upon receipt of two (2) original invoices and
verification by a City Environmental Inspector the work has been done properly.
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. Venue shall be in
Jefferson County.
COMPLIANCE WITH LAWS• The Contractor shall comply with all applicable laws,
ordinances, rules, orders, regulations and codes of the federal, state and local
.governments relating to performance of work herein.
INTEREST OF MEMBERS OF CITY• No member of the governing body of the City,
and no other officer, employee or agent of the City who exercises any functions or
responsibilities in connection with the planning and carrying out of the program, shall
have any personal financial interest, direct or indirect, in this Contract as provided by
Chapter 573 Government Code; 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 anyone owing
delinquent taxes, paving assessments or any money to the City until such debts aze paid
or until satisfactory azrangements for payment has been made. Bidders must complete
and sign the AFFIDAVIT included as part of this ITB.
CONTRACT: The following will comprise the contract between the City and the
successful bidder:
1. Agreement ,
2. Advertisement for Bids
3. Addenda
4. General Information
5. Specifications
6. Bid
7. Notice of Awazd
8. Notice to Proceed
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
amounYand that the contractor will not have an exclusive mowing contract.
All bids will remain in effect for one year afrer the bid opening date.
No person has the authority to verbally alter these specifications. Any interpretations,
corrections or changes to this ITB and specifications will be made in writing by the
Purchasing Division of the City of Port Arthur and sent to each person having a bid
package.
The vendor must be an authorized dealer for all products offered. The vendor must give
the manufacturers name and product description of all items. Inferior products, products
which perform at a substandazd level, or poor quality products will be rejected.
SHIPPING INFORMATION• All bids are to be F.O.B., City of Port Arthur, Port Arthur,
Texas 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
P~Y•
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 appazent silence of these specifications as to any detail or to the appazent omission
from it of a detailed description concerning any point shall be regarded as meaning that
only the best commercial practices aze to prevail.
While the purpose of the specifications is to iridicate 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 convenants,
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. If the Contractor is unable to mow a lot or lots in a timely
manner, the City also reserves the right to utilize another vendor or bidder to mow these
lots and charge the Contractor for the extra costs.
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 grass cutting that it has performed up to the termination
date. If this contract is terminated due to fault of the Contractor, the previous pazagraph
hereof relative to termination shall apply.
INSPECTIONS
Unscheduled job-site inspections will be performed by the City of Port Arthur Pazks
Department Representative. Failure to abide by the City's specifications will be
grounds for termination of the contract
EXPERIENCE & CAPABILITY: Bidder shall include the following information to
describe the experience and capability factors of the company:
1. Number of years in operation.
2. Largest dollaz amount of contract currently in effect with a business
3. References of at least three (3) businesses with whom your company has completed
similar type work within the last yeaz.
4. Equipment currently owned or leased by your company.
5. Number of employees currently employed.
RELEASES AND RECEIPTS. The City of Port Arthur before making payments, may
require the Contractor to famish 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 necessazy 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 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. 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 yeaz limit of $1,000,000 for contracts of
$100,000 or less; or,
Minimum aggregate policy year limit of $2,000,000 for contracts in excess
of $100,000. '
3. Commercial Automobile Liability Insurance (Including owned, non-
- owned and hired vehicles coverage's).
a. Minimum combined single limit of $500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits aze provided, minimum limits aze $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.
PRE-BID MEETING
MANDATORY PRE-BID MEETING IS SCHEDULED FOR 8:45 A.M. ON
FEBRUARY 13, 2008 AT THE RECREATION DEPARTMENT WHICH IS
LOCATED AT 1308 9rn AVENUE
BID SECURITY AND LIQUIDATED DAMAGES
Bids shall be accompanied by a bid guarantee of 5% of the Greatest Amount Bid.
The bid guarantee shall be a Certified Check or Cashier's check payable without recourse
to the City of Port Arthur, or a bid bond with corporate surety authorized to conduct
business in Texas. Said security shall be submitted with the understanding that it shall
guazantee that the Bidder will not withdraw his bid within ninety days after the date of the
opening of the bids; that if a bid is accepted, the bidder will enter into a formal Contract
with the OWNER, furnish bonds and insurance as may be required and commence work
at the specified time, and that in the event of the withdrawal of said bid within said
period, or the failure to enter into or to comply with this Contract, famish said bonds and
insurance and commence work within the time specified, the Bidder shall be liable to the
OWNER for the difference between the amount specified in the bid in the amount for
which the OWNER may otherwise procure the required work. The check will be returned
when formal Contract, bonds and. insurance aze approved, and work has commenced
within the time specified.
The Bidder to whom the award is made shall execute and return the formal
Contract with the OWNER and required Insurance Documents within ten (10) days after
the prescribed forms aze~presented to him for signature. Said period will be extended only
upon written presentation to the OWNER, within said period, of reasons which the sole
discretion of the OWNER, justify an extension. If said Contract, and insurance
Documents are not received by the OWNER within said period or if work has not been
commenced within the time specified, the OWNER may proceed to have the work
required by the Plans and Specifications performed by any means at its command, and
the bidder shall be liable to the CITY for any excess cost to the OWNER over bid
amount. Further, the bid guarantee shall be forfeited to the CITY as reimbursement for
damages that the City has incurred and the City may awazd the contract to another
bidder..
JUNK AND LITTER
If there are- any problems encountered on city-owned or privately-owned properties
scheduled to be mowed, such as junk motor .vehicles, additional structures, excessive
litter, inability to access property, or inability to mow for any reason, the Contractor
should bring these matters to the attention of the City's authorized agent, before
attempting to mow.
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.
CITY OF PORT ARTHUR, TEXAS
TECHNICAL SPECIFICATIONS FOR GRASS MOWINGOF
VARIOUS CITY PROPERTIES, PARKSAND RIGHT-OF -WAYS 1?V
THE CITY
1. SCOPE
1.1 These specifications concern the mowing of grass, weeds and uncultured.
plants on various City properties, parks, and right-of--ways in the City, for
mowing of property groups as noted in bid specifications. The contractor
shall furnish all supervision, labor, materials, machinery, tools, equipment,
fuel, and served, to perform and complete all work in an efficient and
workman-like manner as specified in the following.
2. WORK ASSIGNMENT
1.1 The Contractor will be given a schedule as to what week each azea will be
cut. Failure to contact City's representative as laid out in these
specifications may result in the termination of this contract. Assignment
shall begin within 48 hours as to the agreed upon date and completed
within 24 hours of start. Time extension may be granted due to inclement
weather or other act of nature only when contractor request for such
extension is submitted to the City's representative. The Schedule will
have a start time and scut-off time, all invoices will be due the last week
of mowing.
3. MOWING SPECIFICATIONS
3.1 -Each azea shall be clean cut to a height of 2 inches using either a flail or a
reel mower of sufficient size, and as approved by City's representative,
with due consideration given to proven past performance of the equipment
on similaz work to complete the task.
3.2 Are will be cleared of litter, debris prior to any mowing and all cuttings
and clippings disposed of in a proper manner at the time maintenance is
performed.
3.3 Ruts caused by contractor's equipment shall be filled at contractor's
expense.
3.4 Limits of mowing are defined as the property lines of pazk right-of--way 8-
10 feet off pavement. Corners at intersections will be moved a 45 degree
to intersection for clear field of vision.
3.5 Ditches shall be cut with slope mower to avoid rutting or by other means .
approved by City's representative. These azeas are noted on bid schedule
.<B„
3.6 Along some Right-of--Ways it should be noted that they are maintained by
citizens in some areas.
4• MONOFILAMENT TRIMMING
4.1 Contractor shall neatly trim along sidewalks, curbs, and abutting fences.
Trim around poles, signs, park appazatus, tables and structures, etc. to a
radius of three (3) feet.
4.2 Contractor shall collect and dispose of clippings. No clippings will be
allowed in the street.
4.3 Frequency of trimming, shall be determined by City's representative but
normal frequency is approximately every two (2) weeks for these areas
during growing season.
5• HEDGE/TREE TRIMMING
5.1 Hedges, stands of cane, oleander and other flowering bushes, shall be
maintained as requested by City's representative. (Approximately 2 times
a yeaz).
5.2 Contractor will be responsible for collecting and disposal of cuttings.
6. PAYMENT
6.1 The Contractor will submit two (2) copies of an invoice in the amount as
stipulated on Bid Schedule to the Parks and. Recreation Deparhnent upon
completion of work. Payment for completed work will be made only after
verification by a City Representative that work was performed
satisfactorily and within the time constraints allowed.
7. PROJECT AREAS PM= Park Maintenance
See following page
GROUP XI -Lakeside Addition-Right -of -Ways
Cambridge
Robinhood
Salisbury
Prospect
Waverly
Right,- of-Ways as designated -beginning at dead end of streets.
NOTE: (A) Right - of-Ways to be cut on the 15`h of each month.
(B) Right - of -Ways to be bush-hogged or equivalent.
(C) Right - of -Ways do not require trimming
(D) Mowing to begin March 2008 and end December 2008.
GROUP XII -Port Acres Addition -Right - of -Ways
-~ Street
63`d Street
Easy and 62"d Street
Diamond and 62"d Street
Diamond and Russell
Hazel and Russell
590i Street and Jade
Silver and 63rd Street
Hwy 73 and Jade (off H.O. Mills)
64`h Street (2 right-of--ways at this location)
65`h Street.
Dorsey
66`h Street
Right - of -Ways as designated -beginning at dead end of streets.
NOTE: (A) Right - of -Ways to be cut on the 15`h of each month.
(B) Right - of -Ways to be bush-hogged or equivalent.
(C) Right - of -Ways do not require trimming
(D) Mowing to begin March 2008 and end December 2008.
f
CITY OF PORT ARTHUR, TEXAS
BID PROPOSAL
PAGEIof^_
FEBRUARY 23.2000
Bid Proposa3 For iVIOWING OF VARIOUS CITY PROPERTIES, PARKS AND
RIGHT-OF-NAYS ON_GROUPS II AND VHI IN THE CITY" OF PORT ARTHUR
i
The undersigned ~ i e y ~f ~ 4 c k o- 5.. ~,`. > ,whose
principal place of business is ~ .~ ~ ~ J9 ~ Y H,,. ~ e r ° s submits herewith.
in conformity with the General Instructions, Conditions, and Specifications for the
following Bid:
OUTLINE OF BID:
ITEM # DESCRIPTION
I. MOWING GROUP III
2. MOWING GROUP VII
3. MOWING GROUP IX
4. MOWING GROUP X
5. MOWING GROUP XI
PRICE PER CUT
aria ~~;~
6. MOWING GROUP XII
Receipt ofaddenda is acknowledged:
No. 1 Dated
I /~
SIGN TURF OF• IDDER
~ N~ B; y
$ N~ a. ~
J
~ 315.'
765.=
~.~-
Received
P.O. BOX
,. _ ,
Page 17 of 21
CITY OF PORT ARTHUR. TEXAS
BID PROPOSA'
PAGE 2 of 2
/e. 'S ~~~ f~~ Se '~e
wOMPA Y NAME
~ ~~ ~~~
SIGN TUBE O IDDER
~, / lle~,Q Z _
(PRINT~OR TYPE NAME)
TITLE
e..
b ub ;~„,, L9,a
STREET ADDRESS
P.O. BOX
CITY" STATE ZIP
~`1 P 9 ~ ~l~- Dl9y
AREA CODE TELEPHONE NO.
E?viAIL
Paee 13 of 21
r
3ID OPENING DATE: FEBRUARY 20, 2008
CITY OF PORT ARTHUF.
INSTRUCTIONS TO BIDDER
Bidders are requested to furnish theiYcomplete REMIT TO ADDRESS and
TAX IDENTIFICATION NUMBER as indicated below:
REMIT PAYMENT TO:
COMPANY I r ey 'S i a ~.f~- Ser /~'~
ADDRESS 6 ~ ~ I t ~ ~ Ln o
CITYlSTATE/ZIP ~~ k !~ • t ` ~ e ~` ~ ~' 6 y 0
SEND PURCHASE ORDER TO:
COMPANY I i P.~ 'S l r ~ f o g S~ '~ e
ADDRESS ~ ~ _~ ~ ~[ r r y ~
CITYlSTATE/ZIP ro r I" l~ r 1' ~ ~ i 1 G Y ~} ~ ~ ~ `~ ~
TAX IDENTIFICATION NUMBER t/ 5 17 ~ ~ I' 1. ~
Page 19 of 21
AFFIDAV"I'
Ail pages in the offerer's bid proposal containing statements. letters. er~._
shall be signed by a duly authorized officer of the company. whose
signature is binding on [he bid proposal.
~ The undersigned offers and agrees to one of the following:
~_ I hereby certify that I do not have outstanding debts with the
City of Port Arthur:- Further, I agree to pay succeeding debts
as they become due during this agreement.
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 ageement. 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 agrees to enter into an agreement for
the payment of said debts. I further agree to pay succeeding
debts as they become due. My proposed agreement to pay the debt is
as delineated in the attached proposed payout.
~ S
NAME OF OFFERER: I ~ 2 y ~5 ( 9 f o - ~ " ~'- °
TITLE
ADDRESS ~ ~ ~ ~ f ~ • • ~ 6a
CITY/STATE/ZIP ~o i' ~ ~ I~~ I k 7 7 d y ~
TELEPHONE NUMBER Y ~ 9 - ~ J- ~ " ~ 1 9 `~
i
SIGNATURE (~
SUBSCRIBED, ND SWORN to before me by the above named
"'`' on this the _~
day of > 20~_.
Notary Public m an for the State of _ `~
,,.~.,... oaNa Ha.+~+
F~'"'
MY COMMISSIINJ E%PIRES
,"~'.r„'~" ~oher13'ETU THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 20 of 21
CONFLICT OF INTEREST STATEMENT
Signat e
Page 21 of 21
Please delineate all owners of your company. if you have any contractual
business relationship or family relationship with any member of the governing body of
the City or if you expect this to occur, please so state:
E~II~I'T 66C))
(Clly of Pod Arthur)
(taw Cepertment)
(Required Form)
(7)0/88)
(10/5199)
(3!15)90)
(9-B-94)
'(p.2 Revised 9119/90)
CEDEPAR7MEN7 REVIEW AND ~ tt COUNCIL AGENDA W
1 certify that the contract (hereinafter called 'said contradj e(fixed to the attached proposed City Council Resotullon
No. is an exact duplicate of an applicable slanderd form contract (lha thle of which Is shown below)
previously approved by the law department and adopted as a stand and Corm by City Council Resolution, except for Iha
blanks that have been filled in with all necessary Inlormaticn and ¢xcepl for the chang¢s described below.
The title of the applicable slanderd form conlr act is
[ } Federally Funded Construction Contract, Revised 1/5/08, 7109. 0/89: 4129/94
[) Non-Federally FUnded Construction ConUacl, Revised 1/5/98, 7/89, 9/09; 4/29/94 -
[ } Federal -Professianel Services -~Engineeri;ig Contract, Rewlsed t/5/98, 5189 (§10) 7/B9/1§Bj; 10189; 2/91 (§O)
] ] Non-Federal -Professional Services - Engineering Contract, Revised 1/5/00, 5109(§f 0), 7/09(§9), 10(09; ~2/91(§0)
[~] CDBG -Professional Services - Engineering Contract, Revised 1/SJBe, 5199 (§ta), 7/09(§9). 10/99: 2/91 (§B)
() Federal -Professional Services -
Non-Engineering (Couullanl) Contcecl, Revised 1!5108. 5108 (§10), 7189 (§9)', 10109; 2181 (§0)
I) Non-Federel - Prolessionaf Services -
Non-Engiriearing (C9nsullenl) Contract, Revised 115180, 5189 (§7Oj, 7189 (§0); 10109; 2191'(§ej
t J CDBG -Professianel services -
Non-Engineering (Consultant) Contract, Revised 1/5100, 5/09 (§10), 7109 (§9); 10/09, 2(91 (§0)
(J Other Standard Faim Contract, described es follows.
The__ct[hang¢s are as follows: (Put an'X" in the appropriate O)
. Dim None:
[) The following described provisions a; the Indi<ated page. section, etc. of the standa-d lorry. have bean deleted
from said contract:
DELE71ON5 _
Page Number Section or Paragraph No. SUbseclfon or
Subparagraph No.
Where
Oeleled Provision
' ~ and Ceptlon
Which and Capllon
Which Contains Provlslan Description of
Is Conlelns Provision
Deleted From Farm ~ provision De!eled
Deleted from Form
Found On slanderd Form
(p1 Revised 9/18190)
{Certificate o' Standard Form Connect, page 2)
(J The following described provisions sl the indicated page, section, etc. of the standard roan have bean al(ered,
modified, replaced or otherwise changed: -
ALTERATIONS, MODlF1CATfONS, REPi.ACEMENTS, ETC.
Page No.
§ or 9 No. & Caption Sub § or Sub A No.
& Ceplion
Where. of of
Provision Found Standard Focm Standard Form
on
Stendacd Form which
Con:ens Provi
i which
s
or. Contains Provision
(j The fallowing pravisiens have been added to Se(d Contract:
Page § & ceplien
sub § 8 ceptton, etc.
of sold contred
Description which contains
°f altered, eta '
Provision ,provision; &
In Description or
Standard Form Ntereeon etc.
Page, Section and Caption
Subsection and Capf/on, etc. of Sald Contracf Which
Contains the Added Provision and Descri tlon Therebf
1 further certify that said afteched proposed City Council Reselutlon contains the fo0owing provision:
That said contract Fs an exact duplicate of a City Standard Form Contract except for the changes described In Lhe
Certificate of Standard Form Contrecf, a copy of which Is attached hereto es Fxhlblt'B' and Is hereby Incorporated by
reference, end said changes ere hereby approved.'
I understand that this cenfiicete will be relied on by the Law DeperUnent In reviewing and approving (or rejecting)
as to form end. by the Clty Council in reviewing and adopting (or rejecting) sold Resolution and Contract.
Signed this Z~~ . day o1 - t c h rugrv . i g, 2co B.
~~ ~
- ant ead or
- Psslstant City Manger
Paoe 7. 01 2