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HomeMy WebLinkAboutPR 21500: CONTRACT WITH SILSBEE FORD TO UPFIT THE POLICE VEHICLES Cuyof ort r11ru www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: July 17, 2020 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager 7°I�fY From: Timothy Duriso, Chief of Police RE: PR 21500—Contract with Silsbee Ford to upfit the Police vehicles Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to enter into contract with Silsbee Ford of Silsbee TX, for the upfitting of police vehicles. Background: A total of ten (10) vehicles were deleted from the Police Departments fleet due to either being totaled out due to wreck damage, or it was non economical to repair the unit. An additional two (2) Criminal Investigation units were also deleted from fleet due to it being non economical to repair. Due to this the Port Arthur Police Department budgeted to replace those units in 2020 and was granted the funding. The Port Arthur Purchasing Division issued an Invitation to Bid to submit bids for the upfitting of the Police Department vehicles, (for a description as to what upfitting consist of refer to Exhibit "B" page 5). Two bids were received and evaluated by Purchasing and the police department. The Port Arthur Purchasing Division recommendation was to award the bid to Silsbee Ford of Silsbee, TX for the upfitting of the police vehicles. The price for upfitting ten (10) 2020 Ford Explorers for the Field Operations Division is $124,360.20. The price to upfit two (2) 2020 Chevrolet Equinox for the Criminal Investigation Division is $11,632.24. The grand total to upfit all units is $135,992.44. Budget Impact: Funds are available in the City of Port Arthur Account number 625-1801-521.93-00. Recommendation: It is recommended that City Council approve the City Manager award the contracts with Silsbee Ford of Silsbee, TX for the upfitting of the police vehicles. "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. 21500 7/17/2020 jlh RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A ONE YEAR CONTRACT WITH SILSBEE FORD OF SILSBEE, TEXAS FOR THE UPFITTING OF POLICE VEHICLES WITH A PROJECTED BUDGETARY IMPACT OF $135,992.44; FUNDS AVAILABLE IN ACCOUNT 625-1801-521.93-00. WHEREAS, Port Arthur Police Department has been allotted funding to purchase police vehicles; and, WHEREAS, the Port Arthur Purchasing Division issued an Invitation to Bid to submit bids to for the upfitting of the Police Department vehicles, description of upfitting as delineated on page 5 of Exhibit"B"; and WHEREAS, two (2) bids were received and evaluated by Purchasing and the Police Department, a copy of the Bid Tabulation is attached hereto as Exhibit"A"; and, WHEREAS, the Port Arthur Purchasing Division recommendation is to award the bid to Silsbee Ford of Silsbee Texas for the upfitting of the police vehicles as delineated in Exhibit "B". and, WHEREAS, the funds are available in the City of Port Arthur Account Number 625- 1801-521.93-00. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized to enter into a contract with Silsbee Ford of Silsbee Texas for the upfitting of the police department vehicles in the amount of $135,992.44. 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 A.D. 2020 at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: Y.K. No. 21500 7/17/2020 jlh NOES: Thurman"Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: (1,(,1x1 kek Val Tize o, City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: 625.1801.521.93-00. Ronald Burton Kandy Daniel City Manager Interim Director of Finance /ipi' khdif3 Clifton Williams, CPPl Timothy Duriso Purchasing Manger Chief of Police P.R. No. 21500 7/17/2020 jlh Exhibit "A" lirL.-- 0 '4 oC C" y a o ft Pt- tnS o • N 8 ...z.i: 0 0 0 s+n plz .0 0 ,.... 0 --\ f9 C 1'4 = N O`er ›'"4 ,7 � d a. on n =I.° c-.3 0. r = Y ° C4:c P....21 ..t. c1 cT. c • = b •P. " ° ck cod 70 C y 17 0 b9 N y cr = O 00 O N.. ,01 PP N n 1WO" cn GC O 0 c r n '=J O •• n C H 0 >C 3 a N c © O •n 3 O dam, M I r. fD C 0' O _ �_ - ry W w -t ON O ."i a N 4 - x � N N N n '�" O 0 P. O O ,.* m to O N a ;•.' ft f 0 0 `4 C FM,td o m c-.0 =i c n (Si O y ° -1 0 0 n ; cC0 � n "c ., o — '00 S O c C cio n ~ O 2 2 ncn 4 2 -aC X • r, g. Ch cn .. :4 Crs y P.R. No. 21500 07/17/20 jlh Exhibit "B" CONTRACT FOR UPFITTING OF POLICE VEHICLES THIS AGREEMENT, made this day of 2020, 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 Silsbee Ford of Silsbee,Texas 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. This contract shall be one year from the date stated on the Notice to Proceed. This contract has the option to renew for one additional one-year period. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with thirty (30) days written notice. 2. The Contractor will perform work 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 following cost: Description UOM Labor Cost Material Cost 2020 Ford Interceptor Utility AWD Each $2802.00 $9634.02 2020 Chevrolet Equinox FWD Each $1785.00 $4031.12 5. The term "Contract Documents" means and includes the following: a) Agreement b) Addenda c) General Information d) Specifications e) Bid f) Notice of Award g) 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 above written. Signed on the day of , 2020. ATTEST: CITY OF PORT ARTHUR BY: Sherri Bellard Ron Burton City Secretary City Manager Signed on the day of , 2020. ATTEST SILSBEE FORD BY: Sherri Bellard City Secretary Print Name: Title: (-leyJ -CITY OF PORT ARTHUR,TEXAS 4,3 nrt rthur ADDENDUM NO. ONE (1) 7�r:n May 26, 2020 BID FOR: Annual Contract to Upfit Police Vehicles The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows 1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, June 3, 2020. (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, June 3, 2020 in the City Council Chambers, City Hall, 51h Floor, Port Arthur, TX. You are invited to attend. If you have any questions, please contact the Purchasing Division at 409-983-8160. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. Clan- Gi)ditz Clift eWilliams, CPPB Purchasing Manager ,R0 Signature of Proposer , Date MAY 20, 2020 INVITATION TO BID ANNUAL CONTRACT TO UPFIT POLICE VEHICLES DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, May 27 2020. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, May 27,2020 in the City Council Chambers, City Hall, 5th Floor,Port Arthur, TX. You are invited to attend. MARK ENVELOPE: P20-046 DELIVERY ADDRESS: Please submit one (1)original and one(1)copy of your bid to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET, 4th Floor PORT ARTHUR,TEXAS 77641 PORT ARTHUR,TEXAS 77640 POINTS OF CONTACT: Questions concerning the Invitation to Bid or Scope of Work should he directed in writini 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 776411 409.983.8160 I Fax 409.983.8291 Page 1 of 22 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 Page 2 of 22 INVITATION TO BID ANNUAL CONTRACT TO UPFIT POLICE VEHICLES (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 r No ' Does your company provide this product or services? V/ Were the specifications clear? Were the specifications too restrictive? ✓ Does the City pay a 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? vJ Comments/Other Suggestions: I Company Name: tS g e-e corz-TD Per son Completing Form: Telephone: 4. tAn - c6S5t7-C11 ckl Mailing Address: Email: � ct la i\\ owmtkr tc.Co oS��...o �jw.�: . City,State,Zip Code: ate: Co In". Page 3 of 22 SUBMIT THE FOLLOWING. A. BID SHEETS-PAGE 11 B. NON-COLLUSION AFFIDAVIT-PAGE 12(MUST BE NOTARIZED) C. AFFIDAVIT-PAGE 13 (MUST BE NOTARIZED) D. CONFLICT OF INTEREST-(IF NO CONFLICT WRITE N/A OR NOT APPLICABLE ON LINE 1 AND SIGN & DATE ON LINE 7-PAGE 14 E. CHAPTER 2252 CERTIFICATION-PAGE 16 F. HOUSE BILL 89 VERIFICATION-PAGE 17 Page 4 of 22 2020 FORD INT. UTILITY AWD Graphics: WORK DESC:SUPPLY AND INSTALL STD PATROL GRAPHICS Labor: INSTALL GRAPHICS Parts: PRINT REFLECTIVE INTERCEPTOR SUV NEW BLUE FULL KIT Vehicle Upfitting: WORK DESC. :INSTALL- (X2) OIN T SERIES IN FOG LOCATION , (X2) M4'S WITH WHITE OVERRIDE IN GRILLE, SIREN SPEAKER BEHIND GRILLE, HEADLIGHT FLASHER, (X2) VERTEX IN HEADLIGHT HOUSING, LEGACY LIGHT BAR, (X2) UNDER MIRROR LIGHTS, (X2) AVENGER II SERIES IN SIDE CARGO WINDOW , REAR PILLAR OUTER EDGE WITH BRAKE OVERRIDE, (X2) VERTEX HOUSINGS , (X2) ION T'S ON BOTTOM OF HATCH TRIM, FRONT CABIN DOME LGIHT, CONSOLE WITH ARM REST / CUP HOLDER / MDC MONGOOSE, 12 VOLT TRANSFER WITH CIG AND USB PORTS, CF MDC WITH DOCK AND POWER SUPPLY, CHARGE GUARD, CF ROCKET iOT MODEM, CF MODEM INTEGRATED FRONT AND REAR CAMERA AND MONITOR (TRIGGERS: FIRST STAGE LIGHTING , BRAKE, GUNLOCK, SIREN, AND FRONT FRIVER DOOR), SL-20 AND STINGER FLASH LIGHT CHARGERS , CF RADIO, NEW ANTENNA AND COAX, CARBIDE SIREN WITH VEHICLE INTERFACE (NO FRONT FLASH), SINGLE GUN RACK, FRONT RECESSED PANEL PRISONER PARTITION WITH LOWERS, WINDOW GUARDS, PRISONER SEAT WITH OSB BELT SYSTEM AND REAR CARGO PARTITION , AND 5 LB FIRE EXTINGUISHER. NOTES: **CF= CUSTOMER FURNISHED** CAMERA SYSTEM UTILITY RIOT AND MUST OBTAIN CERTIFICATION FROM UTILITY FOR INSTALL AT CONTRACTOR"S EXPENSE **PARTS AND PRICING BASED ON 2020 MODEL YEAR INTERCEPTOR UTILITY WITH ORDER OPTIONS 99B/44U, 86T, 60A, 61B, AND 51T. ANY OTHER OPTIONS ORDERED WILL NEED TO BE CHECKED AGAINST SPECS FOR THIS QUOTE, OR REQUOTED.** Labor: ***BASIC PATROL/SLICK DESCRIPTION*** INCLUDES: 1 SET OF PUSH BUMPER OR GRILL LTS, 1 SPEAKER ON PUSH BUMPER OR BEHIND GRILL, 1 HEADLIGHT FLASHER, 1 SET OF DECK LTS, LT BAR OR FIR INTERIOR LT BAR, CONSOLE, SIREN, SWITCH BOX,RADIO AND ANTENNA INSTALL FRONT MOUNTED WARNING LIGHTS-MOUNT AND WIRE INSTALL CONCEALED PARKING LAMP LED INSERTS INTO DOUBLE CASED HEAD/TAIL LIGHT INSTALL BASIC LGIHT BAR-MOUNT AND WIRE (REAR PILLAR LIGHT BAR) FRONT CABIN DOME LIGHT INSTALL VEHICLE INTERFACE FOR WHELEN EXTERNAL EXPANSION MODULE CANEM 16 TO WHELEN CARBIDE SYSTEM. INSTALL SWITCHS FOR CONTROLS Page 5 of 22 TRIGGER CONTROL WIRING FOR CANEM16 MODULE FOR ANY OVERRIDE OPTIONS (FRONT OR REAR OR SIDE) EACH OPTION REQUIRES CONTROL WIRES FROM CANEM16 TO LIGHT HEAD. INSTALL COMPUTER AND MDC LAPTOP MOUNT INSTALL EXTERNAL COMPUTER MODEM INSTALL DIGITAL CAMERA SYSTEM (std triggers included) INSTALL EXTRA CAMERA TO SYSTEM FOR VIDEO (PRISONER CAMERA) INSTALL 12 VOLT RECEPTACLE (EACH) INSTALL FLASHLIGHT CHARGER ((X2) STINGER AND SL-20) INSTALL SINGLE OR DUAL GUNRACK INSTALL PRISONER BARRIER/CAGE FRONT AND REAR INSTALL REAR PRISONER SEAT INSTALL WINDOW GUARDS INSTALL FIRE EXTINGUISHER, STOP STICKS MOUNT PLATE Parts: Description • Universal Stinger Charge cord with cigarette lighter plug • 22052 Charge Sleeve Assembly (SL-20X) • 75100 Charger Holder Singer (10 Hour) (All Stingers) • 22FT COAX,MINI UHF CONNECTOR (MB8UMI22) • .SIN Blank filler panel for EPIC console box • 4 IN Blank filler panel for EPIC console box • 2020 FORD INTERCEPTOR SUV,REAR WINDOW GUARDS, SET OF 2 • CG-X CHARGEGUARD TIMBERSWITCH • #TRAB8063 (806-866) The Phantom low visibility antenna • 12 Diode Interior Light, Split White/Red, 6 • 9 IN Mongoose Locking Slide Arm with Motion Attachment • 3.0IN, Faceplate, Motorola XLT5000 and XLT2500 Full Radio • 4.50IN,Faceplate,Whelen CenCom Gold and Soundoff • Faceplate Armrest-MCS Extended • Internal dual cup holder to be used with any EPIC console box • 2020+ FORD INTERCEPTOR UTILITY CONSOLE BOX ONLY • Avenger® II DUOTM Combination Linear/TIR Super LED® • Series with 3-Wire Pigtail, Single, Blue/Red • (2) 12V outlets and (1)double USB port • Optional Control Heads for CenCom CarbideTM Includes 3 section control head and 2 1 Push- Buttons, 4-position slide switch,microphone with extension cable • 16 Output Expansion Module,for Carbide Only • Installation Kit for CCSRNS Series for 2016-2020 • CENCOM CARBIDE, Same as CCSRN5,Except with Traffic AdvisorTM Module • LEGACY DUO, CENCOM CARBIDE WITH CANPORT PKG, INCLUDES CCSRNT5 SIREN, SPEAKER w/BRACKER, LT BAR BRKT Page 6 of 22 • V-SERIES COMBINATION 180 DEGREE WARNING AND PUDDLE LIGHT WITH SCAN-LOCK FLASH PATTERN FOR UNDER SURFACE MOUNTING, AMBER, BLUE OR RED **LINSV2R** • V-SERIES COMBINATION 180 DEGREE WARNING AND PUDDLE LIGHT WITH SCAN-LOCK FLASH PATTERN FOR UNDER SURFACE MOUNTING , AMBER, BLUE OR RED **LINSV2B** • Ford Police Interceptor Utility 2020, Under-the side view mirror mount for Two LINSV2TM Series Pair with Ford's Factory Side Marker Led Side View Mirror Option • Combination Driving/Warning Light, Blue Warning with Scan-Lock Flash Patterns, Clear Outer Lens • Combination Driving/Warning Light, Red Warning with Scan-LockTM Flash Patterns, Clear Outer Lens • HOOK KIT,Police Interceptor Utility 12020 /54-56 • DUOTM Lighthead for OEWD Series Only, Six Required, **OEI2J** • Center Sliding Poly Window, Includes Recessed Panel Lower Extension Panels • TALL GRILL BRACKET FOR MNTG LIGHTS,M4,LINZ6&TIR3-S (set of two) • SINGLE GUN RACK WITH LOCKHEAD • Outer Edge® Rear Pillar Exterior Mount, IONTM Super-LED, Six-Lamp, Two Piece, for Ford Police Interceptor Utility 2020,Requires Six DUOTM OEI2 Lightheads • 5 lb.ABC Fire Extinguisher • Standard Transport Seat w/ 7 Ga. Steel Screen Window Cargo Barrier,and Outboard Seat Belts • 123dB Speaker,Nylon Composite • Optional Mounting Brackets for SA315 Series, Ford Police Interceptor Utility, 2020 Passenger Side Grille • Headlight Flasher with 8 Flash Patterns,Plug and Play for 2016-2019 Ford Interceptor Utility • ION T-SERIES LINEAR SUPER LEF SURFACE MOUNT, DUO COLOR RED/BLU ONLY • LEGACY SERIES 54 IN LT BAR,RED/BLU,DUO CLEAR FRONT • DUO AMBER IN REAR • MAGNETIC MIC CLIP • Vertex, Sele-contained LED Hideaway -Blue,9 Cable • Vertex, Self-contained LED Hideaway -Red,9 Cable Page 7 of 22 2020 CHEVROLET EQUINOX FWD Vehicle Upfitting: WORK DESC.:INSTALL- (X2) ION T SERIES BEHIND GRILLE SPREAD OUT FOR WIG WAG SIMULATION, (X2) ION T SERIES BEHIND GRILLE FOR WARN, SIREN BEHIND GRILLE, (X2) AVENGER II SERIES HIGH IN FRONT WINDSHIELD WITH TAKEDOWN , (X2) ION T SERIES HIGH IN SIDE CARGO WINDOW, DOMINATOR TRAFFIC ADVISOR IN REAR WINDOW, (X2) ION T SERIES ON BOTTOM HATCH TRIM, (X2) ION T SERIES ON REAR LICENSE PLAT WITH LICENSE PLATE BRACKET, CF RADIO, NEW ANTENNA AND COAX, HAND HELD SIREN/LIGHTING CONTROLLER,AND FIRE EXTINGUISHER. NOTES: **CF= CUSTOMER FURNISHED ** Labor: ***BASIC CID/ADMIN DESCRIPTION *** INCLUDES: 1 SET OF GRILL LTS, 1 SPEAKER, 1 HEADLIGHT FLASHER , 1 SET OF DECK LTS, FRONT WINDSHIELD MOUNTED LIGHT, CONSOLE, SIREN, SWITCH BOX, RADIO AND ANTENNA INSTALL WINDSHIELD OR DASH MOUNTED LIGHT — 1 PIECE MOUNT AND WIRE (SECOND LIGHT HEAD) INSTALL SURFACE/SIDE LIGHT (SIDE CARGO) INSTALL ARROW STICK-MOUNT AND WIRE INSTALL REAR MOUNTED LIGHTING MOUNT AND WIRE (LP LIGHTS) INSTALL FIRE EXTINGUISHER Parts: •22 FT COAX,MINI UHF CONNECTOR (MB8UMI22) •CG-X CHARGEGUARD TIMERSWITCH • POWER FUSE MODULE,60A,2 FUSE POSITIONS • MICRO2 FUSE TAP • JCASE FUSE,60A,32V •#TRAB8063(806-866)The Phantom low visibility antenna •Avenger® H TRIOTM Combination Linear/TIR Super-LEDO Series with 4-wire Pigtail. Dual. Each Lighthead Red/Blue/White,with White Steady Override • L Angle Mounting Bracket Kit,Customer Installed • 8 Lamp LINZ6TM,6 Light Traffic AdvisorTM with 2 End Warning Lights,30.36in Long,Less Control Head • Siren Amplifier with Hand-Held Controller (CANCTL5) • 5 lb. ABC Fire Extinguisher • 123dB Speaker,Nylon Composite • Universal Mounting Bracket,for SA315 • Optional Universal L Mounting Bracket for One TIONTM Lighthead Page 8 of 22 •Optional Universal Adjustable License Plate Bracket for two TION Lightheads • ION T-SERIES LINEAR SUPER LED SURFACE MOUNT, RED, BLUE, AMBER,OR WHITE • ION T-SERIES LINEAR SUPER LED SURFACE MOUNT, DUO COLOR RED/BLUE ONLY GRAPHICS WORK DESC: SUPPLY AND INSTALL STANDARD PORT ARTHUR GRAPHICS KIT Labor: INSTALL GRAPHICS Parts: PRINT REFLECTIVE TAHOE FULL NEW BLUE KIT CONTRACT TERM One Year with the option to renew for one additional year Page 9 of 22 DESIGNED EXCLUSIVELY FOR: PORT ARTHUR D O —Nap- Wki M'MI ,iii 1.11111111.-- . 0.21) CD vow 41110111 woo 4‘i11111.11111111111:411.4114.46° MU. /lop 11it I. vii Page 10 of 22 CITY OF PORT ARTHUR, TEXAS BID SHEET BID FOR: ANNUAL CONTRACT TO UPFIT POLICE VEHICLES BID OPENING DATE: MAY 27, 2020 DESCRIPTION UOM LABOR COST MATERIAL COST 2020 FORD INT UTILITY AWD EA $ J DNOD‘ • coA �2 \ - OaUTI 2020 CHE EQUINOX FWDET EA $ I-1 2S . O Q $ `I 0 -1 • ' D, S'A4t.e.1 F0yi-D 1D1, ta,s. q loi) COMPANY NAME STREET ADDRESS SIGNATURE OF BIDDER i P.O. BOX ( \to If- ",•efk-A. 44AIS:yel-1-1 6.. ---r-t us Le RINT OR TYPE NAME CITY STATE ZIP SCS-P-•.• t-E - St° 'Svh. 1 TITLE AREA CODE TELEPHONE NO c'a, tie .Co, ) Q w►�.‘."V" t4 OCt - SCI‘- St `-4' EMA FAX NO. Page 11 of 22 NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § § STATE OF TEXAS § By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation, partnership or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature: _ IIIlit % ‘ Printed Name: t \ _ A .( ►e- Title: y Company: ; tS 6.0..r .0 tecp Date: c SUBSCRIBED and sworn to before me the undersigned authority by - the d ► of, Net,(on behalf of said bidder. 111 `:14Nota iilic in and for the ``•'�e ''•SHIRLEY PAYNE State of Texas � Notary ID#126041390 My1i63:T ommion Ex � I : •• 1Jii,J3 I My commission expires: Page 12 of 22 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: VI 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. Aiag e-4 PC;i 4ir 5 ..„4,...c., , D Firmt;inecle.,.. ....43Li Date c , Authorized Signatures t Title A �\ek,, . 1.` •p. Lloq-- ccg0 1 Ai Name(please print) 3 �' J Telephone a ll'9-C f ce p CA÷t\.G✓C,wR. . t , GO V -, STATE: ---k---?C .. SHIRLEY PAYNE may.``= Notary ID#126041390 •••\ 7/C- - My Commission Expires COUNTY: • � 1 •E` April 16. 2023 SUBSCRIBED AND SWORN to before me by the above named Q/ 7 47gejiQ- on this the c / day of May , 200 0 . fe Not li RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL Page 13 of 22 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. OFRCEUSE 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 178.001(1-a)with a local governmental entity and the vendor meets requirements under Section 178.006(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 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 178.008,Local Government Code.An oflense under this section is a misdemeanor. J Name of vendor who hasa business relationship with local governmental entity. I I 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 the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) ▪ 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 relationshipdescribed. Attach additional pages to this Form CIO 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? I 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? Yes I I No • Describe each employment or business relationshipthat the vendor named in Section 1 maintains with a corporation ym 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. Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts 'r as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). J 5 Signature of vendor doing business with the mmentat entity Date Form provided by Texas Ethics Commission www ethics.state.tx.us Revised 11;30,2015 Page 14 of 22 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.usl Docs/LGlhtm/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 or 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 fee regulation by a federal,state,or local governmental entity or an agency of a 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 goodsor 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 it: (2) the vendor. (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; or (ii) the local governmental entity is considering entering into a contract with the vencbr: (B) has given to the local government officer or a family member of the officer one or 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)end(a-1) (a) A vendor shall file a completed conflict of interest questionnaire it 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 government 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 of 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 focal 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 gilts described by Subsection(a);or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Convnission www.ethics.stale.tx.us Revised 11/30/2015 Page 15 of 22 SB 252 CHAPTER 2252 CERTIFICATION I, A . Gp 1n Q �1 , the undersigned and representative of S ed ;: rt'Y (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. ( S e %/\ RnAc-ct k •-• Name of Company Representatide(Print) Signature of Company Representati Date Page 16ot22 House Bill 89 Verification I, - .14 -e kk-r, (Person name), the undersigned representative (hereafter referred to as "Representative") of ‘\, r (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. 1111, SIGNATURE OF REP' NTATI of SU SCR�LD AND SWORN O BEFORE ME, the undersigned authority, on this'( day •F`°uer SHIRLEY PAYNE . =ate` Notary I0 N126041390 ^11141, My Commission Expires • ?c,1 April 16, 2O23 t Nota amumumammoma Page 17 of 22 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 18 of 22 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.: Police,P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Act, Article 601 f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax;therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. Page 19 of 22 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 not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract Page 20 of 22 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. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contractor shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury$500,000 single limit per occurrence or$500,000 each person/$500,000 per occurrence for contracts of$100,000 or less; or Bodily injury$1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage$100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). a. Minimum combined single limit of$500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Page 21 of 22 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 22 of 22 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1.2,3.5,and 6 it there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number: of business. 2020-625429 silsbee ford SILSBEE,TX United States Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is 05/29/2020 being filed. CITY OF PORT ARTHUR Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a description of the services,goods,or other property to be provided under the contract. P20-046 ANNUAL CONTRACT TO UPFIT POLICE VEHICLES 4 Nature of interest Name of Interested Party City,State,Country(place of business) (check applicable) Controlling Intermediary DONALSON,DREW JASPER,TX United States X 5 Check only if there is NO Interested Party. ❑ 6 UNSWORN D LARATION -- My name is p,\)W , and my date of birth is My address is 1-'L` S. ' t SJ`V , 5,l`S 64 ,—r1(-*St-e, LAS!), (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in `� �'1�-�_ County, State of 41r,A4j ,on thy day of S ,2Q.) (month) (year) " V0. 1111 1111 Signature of authorized agent of con acting busine'entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.3a6aaf7d