HomeMy WebLinkAboutPR 21574: CONTRACT WITH GP EVANS CONTRACTORS LLC, MOWING OF PLEASURE ISLAND P.R.No.21574
9/15/2020 DR
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RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH GP EVANS CONTRACTORS LLC OF
WINNIE, TEXAS FOR THE MOWING OF PLEASURE ISLAND WITH
AN ANNUAL PROJECTED BUDGETARY IMPACT IN THE AMOUNT
OF $114,000; FUNDING AVAILABLE IN PLEASURE ISLAND
ACCOUNT NOS. 450-1291-549.59-00, 450-1292-549.59-00, 450-1293-549.59-
00, and 450-1294-549.59-00
WHEREAS, the Purchasing Division advertised in the Port Arthur News on June 10.
2020 and June 16, 2020 for bids for Mowing of Pleasure Island; and
WHEREAS, bids were received and opened on July 15, 2020; and
WHEREAS, the City received five (5) bid packets, with one incomplete,therefore being
disqualified; and,
WHEREAS, GP Evans Contractors LLC was the lowest and most responsive bidder(see
bid tabulation attached as Exhibit"A"); and,
WHEREAS, the term of the contract is for one year with the option to renew for two
additional one-year periods.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR,TEXAS:
THAT,the facts and opinions in the preamble are true and correct.
THAT, the City Council of the City of Port Arthur hereby authorizes the City Manager to
enter into a one year contract, with the option to renew for two (2) additional one-year periods,
with GP Evans Contractors LLC of Winnie, Texas for mowing of Pleasure Island for an annual
projected impact in the amount of$114,000, in substantially the same form as attached hereto as
Exhibit"B".
P.R. No.21574
09/15/2020 DR
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THAT, funding is available in Pleasure Island accounts 450-1291-549.59-00, 450-1292-
549.59-00, 450-1293-549.59-00, 450-1294-549.59-00.
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED on this day of at a Regular
Meeting of the City Council of the City of Port Arthur. Texas. by the following vote:
AYES: Mayor:
Councilmembers:
NOES:
Thurman Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APP OVED AS TO FORM:
Vi-ei 4_4.7 (),(.1:rt-e (11- h,e__,Gag
al Tizeno r
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton
City Manager
P.R. No.21574
09/15/2020 DR
Page 2 of 3
4&A_i\
� rn
Kandy Daniel V
Interim Director of Finance
I r
/ 1 ? ItAho
Clifto Williams, CPB
Purchasing Manager
Jimmy Dike
Director of Pleasure Island
EXHIBIT "A"
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EXHIBIT " B"
CONTRACT FOR MOWING OF VARIOUS CITY PROPERTIES,
PARKS AND RIGHTS-OF-WAY IN GROUP 12 IN THE CITY OF PORT
ARTHUR
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 Gina Evans doing
business as GP Evans Contractors LLC hereinafter called "CONTRACTOR".
WITNESSED: That for and in consideration of the payment t-inis, conditions
and agreements set forth herein , OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be one year from the start date on the Notice to
Proceed with an option for the City to renew for (2) additional 1 year periods. The
City can terminate this contract at its convenience which includes, but not limited to,
funding being available in any budget cycle with thirty(30) days written notice.
2. The Contractor will perform mowing of properties on Pleasure Island as stated in the
Contract Documents for the following amounts.
Group A $2,472.40 per cut
Group B $2,668.25 per cut
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 as follows:
5. The term "Contract Documents" means and includes the following:
a. Agreement
b. Addenda
c. Advertisement for Bids
d. General Information
e. Specification
f. Bid
g. Notice of Award
h. 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.
OWNER:
CITY OF PORT ARTHUR
Ron Burton, City Manager
Signed on the day of 2020 .
CONTRACTOR:
GP Evans Contractors LLC
Gina Evans
-CITY OF PORT ARTHUR,TEXAS
. .- . ADDENDUM NO. TWO (2)
ur! rtkur
July 6,2020
BID FOR: Mowing of Pleasure Island
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, July 15, 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,July 15, 2020 in the City Council
Chambers,City Hall. 5th Floor, Port Arthur,TX. You are invited to attend.
2. Attached is the dram,ing for the areas.
3. No slope mower is required.
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.
Clift Williams, CPPB
Purchasing Manager
/4(1 a•
ignature of Proposer Da er 0
Equipment List
Tractors and Mowers
Kubota 8540 Tractor (2)
Kubota 7040 Tractor
Kubota 9960 Tractor (2)
Kubota M108 Tractor
Modern 15 Cutter (3)
Rhino 15 Cutter
Bad Boy Mower 60" Cut (2)
X-mark Mower 72" Cut
Weed-eaters
Echo Weed-eater (2)
Still Weed-eater (2)
Still Pole Saw
Trailers
24 Ft. Gooseneck Trailer
20 Ft. Bumper Pull Trailer
18 Ft. Bumper Pull Trailer
THURMAN BARITE,MAYOR RON BURTON
CHARLOTTE MOSES,MAYOR PRO TEM City of CITY MANAGER
COUNCIL MEMBERS:
n r t r t h uc ,._ SHERRI BELLARD,TRMC
CAL JONES CITY SECRETARY
RAYMOND SCOTT JR.
T
THOMAS KINLAW VAL TIZENO
HAROLD DOUCET SR CITY ATTORNEY
KAPRINA RICHARDSON FRANK
JUNE 23,2020
INVITATION TO BID
MOWING OF VARIOUS PLEASURE ISLAND PROPERTIES
DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard
Time, Wednesday, July 1, 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, July 1, 2020 in the City Council Chambers,
City Hall, 5th Floor,Port Arthur,TX. You are invited to attend.
MARK ENVELOPE:P20-051
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 should be directed in writing to:
City of Port Arthur,TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur,TX 77641
cli fton.w i I l i amsga,portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams,CPPB
P.O.Box 10891444 4th Street' Port Arthur,Texas 776411 409.983.8160 I Fax 409.983.8291
The enclosed INVITATION TO BID (ITB) and accompanying GENERAL INSTRUCTIONS, CONDITIONS
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.
Choei9-e. 024:iii:eulte,
Clifton Williams, CPPB
Purchasing Manager
Page 2 of 19
NON-MANDATORY
PRE-BID CONFERENCE
A Non Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and
prospective bidders for Mowing of Pleasure Island will be held on Thursday, June 18, 2020 at 2:00 p.m. at
the Pleasure Island Commission located at 520 Pleasure Pier Blvd,Port Arthur, Texas.
The purpose of the Mandatory Pre-Bid Conference is to make certain that the scope of work is fully understood,
to answer any questions, to clarify the intent of the Contract Documents, and to resolve any problems that may
affect the project construction. No addendum will be issued at this meeting, but subsequent thereto, the
Purchasing Manager, if necessary, will issue an addendum(s) to clarify the intent of the Contract Documents.
Page 3 of 19
INVITATION TO BID
MOWING OF VARIOUS PLEASURE ISLAND PROPERTIES
(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:
Conlpall' Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City,State, Zip Code: Date:
Page 4 of 19
SUBMIT THE FOLLOWING WITH BID.
A. BID SHEETS-PAGE 8.
B. EQUIPMENT LIST
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 AT THE BOTTOM.- PAGE 11 & 12
F. CHAPTER 2252 CERTIFICATION-PAGE 13
G. HOUSE BILL 89 VERIFICATION-PAGE 14
Page 5 of 19
CITY OF PORT ARTHUR
INVITATION TO BID
MOWING OF VARIOUS CITY PROPERTIES ON PLEASURE ISLAND
1. OBJECTIVE:
The intent of this Invitation to Bid (ITB) is to obtain the services of a qualified contractor to perform
Mowing Services on an estimated 140 acres on Pleasure. The contractor must perform Mowing Services
as specified in this ITB. The City may award all 5 sections to multiple contractors.
2. LOCATION OF PROPERTY
Port Arthur's Pleasure Island, an 18.5 mile long man-made body of land, extends from the mouth of the
Neches River on the northwest to the Sabine Causeway on the southeast and is surrounded by Sabine
Lake and the Sabine Neches Intracoastal Waterway.
3. PROJECT AREAS—See attached Map
A. Section 1- Approximately 56.3 Acres which includes Fun Island Park area and other areas as shown
on Key Map, inside the Martin Luther King Drive loop from bridge, along Lakefront Park Road.
B. Section 2 - Approximately 33 Acres which include open area between Sections 1 and 3 as shown on
Key Map, along Martin Luther King Drive from South Levee Entrance Road to end of grass area.
C. Section 3 - Approximately 52 Acres which include an RV Park, a music area, armory, and adjacent
areas as shown on Key Map, inside Wave Barrier Road, South Levee Entrance Road, and T.B.
Ellison Parkway from Intercoastal Canal inward.
D. Section 4 - Approximately 26.5 Acres which include the Marina area as shown on Key Map, being
each area along both sides Pleasure Pier Boulevard.
E. Section 5 -Approximately 22.8 Acres, which include areas North, South, and East of Mariners Cove
/ Marina Colony as shown on Key Map, along T. B. Ellison Parkway, the water side of High Seas,
and Basin Road; area does not include Marina Colony housing division.
4. SCOPE OF WORK
These specifications concern the mowing of grass, weeds and uncultured plants on various City
properties, parks, and rights-of-way 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 service, to perform and complete all work in an efficient and workman-like manner
as specified in the following. The minimum number of cuts will be 20 for the year. Contractor will
complete a section in 24 hours.
5. WORK ASSIGNMENT
The Contractor will be given a schedule as to what week each area will be cut. Failure to contact City's
representative as laid out in these specifications may result in the termination of this contract.
Assignment 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 a cut-off time; all invoices will be due the last week of mowing.
Page 6 of 19
6. MOWING SPECIFICATIONS
A. Each area shall be clean cut to a height of two (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 similar work to complete the task.
B. The area will be cleared of litter and debris prior to any mowing and all cuttings and clippings
disposed of in a proper manner at the time maintenance is performed.
C. Ruts caused by contractor's equipment shall be filled at contractor's expense.
D. Limits of mowing are defined as the property lines of park rights-of-way 8-10 feet off pavement.
Corners at intersections will be mowed at a 45 degree angle to the intersection for a clear field of
vision.
E. Ditches shall be cut with slope mower to avoid rutting or by other mean approved by City's
representative.
F. Contractor must have a tractor with a bat wing.
G. Must have a 3 point curve dresser and edger.
H. Contractor will not spray for weeds.
I. The contractor is responsible for picking up trash. Do not just run over it with your tractor.
J. Submit a list of equipment with Bid.
K. Pleasure may require Contractor to show equipment prior to award.
7. MONOFILAMENT TRIMMING
A. Contractor shall neatly trim (cut and/or using a weed-eater), along and around poles, signs park
apparatus, tables and structures. Weed eating may not always be needed.
B. Contractor shall collect and dispose of clippings. No grass clippings shall be placed or blown into
the City's Drainage Culverts or in the streets.
C. 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.
D. Rear discharge mowing will be required along all public traveled areas, playgrounds, marina and
parking areas.
6. PAYMENT
The contractor will submit an invoice in the amount as stipulated on Bid schedule to the City of Port
Arthur 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 constrains
allowed. The City has 30 days to pay.
7. EMERGENCY PLAN
Is invoked as a result of excessive growth and the contractor unable to handle work load. The City
reserves the right to utilize additional contractors in any area to reduce the health hazard from
excessive growth and contractor's inability to handle the workload in a timely manner. Contractors
should report immediately to the Director of the Pleasure Island Commission, all equipment failures,
breakdowns, and rain days in writing within twenty-four (24) hours. Additional mowing can be
assigned to other contractors to help alleviate backlogs.
8. CONTRACT PERIOD
This Contract shall be for a twelve (12) month period with the option to renew two(2) additional one
year periods.
Page 7 of 19
CITY OF PORT ARTHUR, TEXAS
BID SHEET
BID FOR: Mowing of Pleasure Island
BID DUE DATE: July 1.2020
ITEM# DESCRIPTION MOWING COST WEEDEATING COST TOTAL COST
1 Section 1 $ 1550- Q,5 $ ‘50.55 $ 1-10
i •1 0
2 Section 2 $ (P ) 3 $ $ 110710
3 TOTAL GROUP A $ 2214(Q • I0 $ ?�5 -"l D $ ;eri a•40
4 Section 3 $ 11 X5 . 00 $ $ (ac. s5
5 Section 4 $ (Qc1 S•g 5 $ "7`; ' S $ -110 .10
6 Section 5 $ Sg5' 5 $ S . $5 $ (Z 1.10
7 TOTAL GROUP B $ ;10 $ e901.55 $ a to P $ •g.5
CP 0,la5 Coco s 1\C u%\ ). $uecm-n&e-g.
COMPANY NAME STREET ADDRESS
A St-cAe4k,
SI ATURE OF BIDDER -50)( "lp
P.O. BOX
G�O.NS UJ1 NNI --1)( td WC-3PLr(NSA
OR TYPE NAME CITY STATE ZIP
_OWN - 40q
TITLE AREA CODE TELEPHONE NO
P ConVaeh)rs ;ctho-0 EMAIL F4Oq — otQ -ll lQ
Page 8 of 19
CITY OF PORT ARTHUR,TEXAS
NON-COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR • §
STATE OF TEXAS
By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation,
partnership or institution represented by the signatory or anyone acting for the firm bidding this project
has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and
Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made
to any competitor or any other person engaged in the same line of business, nor has the signatory or
anyone acting for the fin-n, corporation or institution submitting a bid committed any other act of
collusion related to the development and submission of this bid proposal.
Signature:
Printed Name: C---AN Pt S
Title:
Company: CoQ CU0,1I'D \\C
Date: .
,., 'Yp'�
Kq .
N°ta c�✓fgNe
a ry PPlio r
SUBSCRIBED and sworn to before me by the above named L "lin s'oe fireri
day of , - °°n /n3?3a
�3ea
Notary '. • c in and for the •
State of Texas `
My commission expires: t J al — a O4
Page 9 of 19
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:
✓ 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 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.
C")c) alent aftrok\-if)(5 \, c
_ --1--1- 0,,;()
Firma Date
cz.ZcAtelytet./ Du)k iP
Authorized Signature Title
C3Pt -\1rAil5 10q- RN - USS
Name (please print) Telephone
Etill
•
STATE: --15(
COUNTY: CAAOSOV5 t E .I„=,
SUBSCRIBED AND SWORN to before me by the Nor 4gi1` i F
✓yai: . '.1.1 5
on this the tS't day of ,SUI 'a
AQ. 1 - -
'
Not• .t'is
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 10 of 19
•
OONFLICT 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 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 176.006, Local Government Code.An
offense under this section is a misdemeanor.
Name of vendor who has a business r alio hip with local governmental entity.
l !
Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
completedquestionnaire 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.)
LI 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
ClOas 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 n 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?
El Yes n No
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.
J fl Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts descrbed in Section 176.003(a-1).
Signature of vendor doing business with the governmental entity Date
Form provided by Texas Ethics Commission www.ethlcs.state.tx.us Revised 11/30/2015
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/
Docs/LG/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 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 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 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
vendor;
(B) has given to the local govemment 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)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 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 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.ethics.state.tx.us Revised 11/30/2015
Page 12 of 19
House Bill 89 Verification
I G\t�1 O ,t (Person name), the undersigned representative
(hereafter referred to as "Representative") of Gt' off-, C,b( 1'(L( O(3 '1C
(company or business
name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18) years
of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following:
1. That Representative is authorized to execute this verification on behalf of Business Entity;
2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any
contract that will be entered into between Business Entity and the City of Port Arthur; and
3. That Representative understands that the term "boycott Israel" is defined by Texas
Government Code Section 2270.001 to mean refusing to deal with, terminating business activities
with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit
commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an
Israeli-controlled territory, but does not include an action made for ordinary business purposes.
k
SIGNA RE OF REPRESENTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this day
of 11u� , 200Q.
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A;VVo
�` Co rsry p�JFgN . l.LAL
177.
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Page 13 of 19
SB 252
CHAPTER 2252 CERTIFICATION
I, P;\, 0,-NS , the undersigned n
representative of QDQ evou .°a C o k 1O,C-. ei
(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.
CNes' c�
Name of Company Representative (Print)
"y v,,r,_ C /
Signa re of Company Representative
1—\ — M
Date
Page 14 of 19
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 15 of 19
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.: Pleasure Island, 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 16 of 19
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 17 of 19
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 18 of 19
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 19 of 19