HomeMy WebLinkAboutPR 21513: SECOND YEAR, FIRST RENEWAL, OF A CONTRACT WITH PC TRUCKING CO. 411'1,11.///1(j///
4444
nr! rtitar
7i,xas
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: July 30, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Alberto Elefano, Director of Public Works
RE: P. R. 21513
Introduction:
Approval of Proposed Resolution No. 21513 authorizing the second year, first renewal, of a
contract with PC Trucking Co. of Port Arthur, Texas, CJ Express Inc. of Beaumont,Texas, and
Lake City Trucking of Lake Charles, Louisiana, for the hauling of clay material to the landfill
with a projected budgetary impact of$775,000.
Background:
This is an annual contract which provides the hauling of materials, clay, with PC Trucking of
Port Arthur,Texas, CJ Express Inc. of Beaumont,Texas and Lake City Trucking of Lake
Charles, Louisiana. The City Council approved this contract per Resolution No. 19-454. This
is the second year, first renewal year of this contract.
Budget Impact:
Funding is available in the Public Works Department Landfill Division- 403-1274-533.59-
02.
Recommendation:
It is recommended that City Council authorize the City Manager to approve P. R. 21513, as
discussed and/or outlined above.
/aw
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 * Port Arthur,Texas 77641-1089 x 409.983.8101 x FAX 409.982.6743
P. R. 21513
7/30/20 - aw
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST
RENEWAL) OF A CONTRACT WITH PC TRUCKING CO. OF
PORT ARTHUR, TEXAS, CJ EXPRESS INC. OF BEAUMONT,
TEXAS AND LAKE CITY TRUCKING OF LAKE CHARLES,
LOUISIANA FOR THE HAULING OF MATERIALS TO THE
LANDFILL WITH A PROJECTED BUDGETARY IMPACT OF
$775,000.00 PER YEAR. FUNDING AVAILABLE IN THE PUBLIC
WORKS DEPARTMENT LANDFILL DIVISION — LANDFILL
CONSTRUCTION ACCOUNT NO. 403-1274-533.59-02.
WHEREAS, the City requires the services of a contractor to provide hauling of clay
materials to the Landfill; and,
WHEREAS, per Resolution No. 19-454, the City entered into a one year agreement with
the option to renew for two additional years with PC Trucking Co. of Port Arthur, Texas, CJ
Express Inc. of Beaumont, Texas and Lake City Trucking of Lake Charles, Louisiana;
WHEREAS, it was deemed necessary to award a contract to PC Trucking Co. as the
primary,CJ Express Inc.as secondary,and Lake City Trucking as the alternative in order to ensure
that there is no lapse in the services provided; 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; and,
THAT, the City Manager is hereby authorized to execute the second year (first renewal)
contract for hauling of clay materials for the landfill with PC Trucking of Port Arthur, Texas as
primary, in substantially the same form attached as Exhibit "A", CJ Express Inc. of Beaumont,
Texas as secondary, in substantially the same form as attached hereto as Exhibit "B", and Lake
City Trucking of Lake Charles, Louisiana as alternate, in substantially the same form as attached
hereto as Exhibit"C"; and,
THAT, funding is available in the Public Works Department Landfill Division—Landfill
Construction account no. 403-1274-533.59-02.
P. R. 21513
7/30/20 - aw
READ,ADOPTED, AND APPROVED this the day of , A.D. 2020 at
a meeting of the City of Port Arthur, Texas by the following vote:
AYES: Mayor
Councilmembers:
Noes:
Mayor
ATTEST: APP OVED AS TO FORM:
1,. tet. A-e/-41/
Sherri Bellard Valecia izeno
City Secretary City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
6)"& A A 2
Ron Burton Kandy Dani 1
City Manager Interim Director of Finance
Alberto Elefano Cli' t n Williams
Director of Public Works Purchasing Manager
P. R. 21513
7/30/20 - aw
Exhibit A
P. R. 21513
7/30/20 - aw
CONTRACT FOR HAULING CLAY MATERIALS TO THE LANDFILL
THIS AGREEMENT, made this the 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 PC Trucking Co. , hereinafter called
"CONTRACTOR". WITNESSED: That for and in consideration of the payment terms,
conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. Pursuant to Resolution 19-454, the City entered into a one year contract with the option
of renewal for two additional years. The parties hereby agree to exercise said option for a
second year. The City can terminate this contract at its convenience which includes, but
is not limited to, funding is not being available in any budget cycle within thirty(30) days
written notice. Prices quoted shall be indexed for the next year using the Consumer Price
Index category"Transportation". Each subsequent yearly contract renewal shall require
approval of the City Council.
2. The term of this Contract shall be from to
3. This CONTRACTOR is the primary vendor for this contract.
4. 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 on
CONTRACTOR in the Specifications.
5. The contractor agrees to perform all the work described in the original specifications and
contract documents and to comply with the terms therein.
6. This is not an exclusive contract, and the City reserves the right to use an alternate vendor
from any of the vendors awarded this contract based firstly, on price and secondly, on
availability, according to the needs of the City.
7. The term"Contract Documents" means and includes the following:
1) Agreement
2) Invitation-to-Bid/
3) General Inf rmatio„*
4) Specification*
5) Bid*
6) : . - ' - - - - - - -
*These items were attached to the original letting contract. The agreement only is
included for this renewal.
P. R. 21513
7/30/20 - aw
8. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
9. IN WITNESS WHEREOF, the parties here to have executed, or caused to be executed by
their duly authorized officials, this Agreement in two (2)copies, each of which shall be
deemed an original of the date first written above.
OWNER CONTRACTOR
City of Port Arthur PC Trucking Co.
BY: BY:
Ronald Burton Representative
City Manager
P. R. 21513
7/30/20 - aw
Exhibit B
P. R. 21513
7/30/20 - aw
CONTRACT FOR HAULING CLAY MATERIALS TO THE LANDFILL
THIS AGREEMENT, made this the 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 CJ Express Inc. , hereinafter called
"CONTRACTOR". WITNESSED: That for and in consideration of the payment terms,
conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. Pursuant to Resolution 19-454, the City entered into a one year contract with the option
of renewal for two additional years. The parties hereby agree to exercise said option for a
second year. The City can terminate this contract at its convenience which includes, but
is not limited to, funding is not being available in any budget cycle within thirty(30) days
written notice. Prices quoted shall be indexed for the next year using the Consumer Price
Index category"Transportation". Each subsequent yearly contract renewal shall require
approval of the City Council.
2. The term of this Contract shall be from to
3. This CONTRACTOR is the secondary vendor for this contract.
4. 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 on
CONTRACTOR in the Specifications.
5. The contractor agrees to perform all the work described in the original specifications and
contract documents and to comply with the terms therein.
6. This is not an exclusive contract, and the City reserves the right to use an alternate vendor
from any of the vendors awarded this contract based firstly, on price and secondly, on
availability, according to the needs of the City.
7. The term"Contract Documents" means and includes the following:
1) Agreement
2) Invitation to Bid*
3) General Inf rmati r
4) Specifications*
5) 13
6) .•:_ ' - - - •. --
*These items were attached to the original letting contract. The agreement only is
included for this renewal.
P. R. 21513
7/30/20 - aw
8. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
9. IN WITNESS WHEREOF, the parties here to have executed, or caused to be executed by
their duly authorized officials,this Agreement in two (2) copies, each of which shall be
deemed an original of the date first written above.
OWNER CONTRACTOR
City of Port Arthur CJ Express Inc.
BY: BY:
Ronald Burton Representative
City Manager
P. R. 21513
7/30/20 - aw
Exhibit C
P. R. 21513
7/30/20 -aw
CONTRACT FOR HAULING CLAY MATERIALS TO THE LANDFILL
THIS AGREEMENT, made this the 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 Lake City Trucking, hereinafter called
"CONTRACTOR". WITNESSED: That for and in consideration of the payment terms,
conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. Pursuant to Resolution 19-454, the City entered into a one year contract with the option
of renewal for two additional years. The parties hereby agree to exercise said option for a
second year. The City can terminate this contract at its convenience which includes, but
is not limited to, funding is not being available in any budget cycle within thirty (30) days
written notice. Prices quoted shall be indexed for the next year using the Consumer Price
Index category"Transportation". Each subsequent yearly contract renewal shall require
approval of the City Council.
2. The term of this Contract shall be from to
3. This CONTRACTOR is the alternate vendor for this contract.
4. 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 on
CONTRACTOR in the Specifications.
5. The contractor agrees to perform all the work described in the original specifications and
contract documents and to comply with the terms therein.
6. This is not an exclusive contract, and the City reserves the right to use an alternate vendor
from any of the vendors awarded this contract based firstly, on price and secondly, on
availability, according to the needs of the City.
7. The term "Contract Documents"means and includes the following:
1) Agreement
2) Invitation to Bid*
3) General Inf...nation*
4) Spee fcptio s*
5) Bisit
6) Bidder's Information Sheet*
*These items were attached to the original letting contract. The agreement only is
included for this renewal.
P. R. 21513
7/30/20 - aw
8. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
9. IN WITNESS WHEREOF,the parties here to have executed, or caused to be executed by
their duly authorized officials, this Agreement in two (2) copies, each of which shall be
deemed an original of the date first written above.
OWNER CONTRACTOR
City of Port Arthur Lake City Trucking
BY: BY:
Ronald Burton Representative