HomeMy WebLinkAboutPR 21596: PORT ARTHUR TIRE COLLECTION EVENT _ _i__ _..
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INTEROFFICE MEMORANDUM
Date: October 19, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Alberto Elefano,P.E.,Public Works Director
RE: P.R. 21596—City of Port Arthur Tire Collection Event at the City of Port Arthur Operations
Center and at the Bob Bowers Civic Center from November 2-7, 2020
Introduction:
The intent of this Agenda Item is to authorize the City Manager to conduct a Tire Collection Event at the City
of Port Arthur Operations Center and the Bob Bowers Civic Center from November 2-7, 2020 and award the
tire collection contract to Earth Energy Tire Recycling of Baytown, Texas.
Background:
The City of Port Arthur has a problem with illegal dumping of tires throughout the City. In addition to picking
up tires along the City streets, the Public Works Department also collects and stores tires at its Operations
Center. Public Works would like to give citizens an opportunity to properly dispose of waste tires so they do
not end up abandoned creating an eyesore and a haven for insects and rodents. A Tire Collection Event will
encourage citizens to drop off waste tires while also saving the City money so that equipment and man power
can be utilized elsewhere. Waste tires will be accepted at the Operations Center Monday through Friday,
November 2-6, 2020, located at 201 H. O. Mills, from 9:00 am to Noon. Additionally, waste tires will be
collected at the Bob Bowers Civic Center, Saturday,November 7, 2020, located at 3401 Cultural Center Drive
from 7:00 am to 1:00 pm. Earth Energy Tire Recycling out of Baytown, Texas has been selected as the lowest
responsible bidder and its prior relationship with picking up abandoned tires for the City of Port Arthur.
Budget Impact:
Funding is available by way of a grant from the Southeast Texas Resource and Development Inc. in an amount
not to exceed $35,343.00 in Account No. 403-1274-533.54-00 Landfill Professional Services.
Recommendation:
It is recommended that City Council approve PR No. 21596 authorizing the City Manager to conduct a Tire
Collection Event at the City of Port Arthur Operations Center and the Bob Bowers Civic Center from November
2-7, 2020 for an amount not to exceed$35,343.00 and award disposal contract to Earth Energy Tire Recycling
of Baytown, Texas.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
PR No. 21596
10/19/20 mje
Page 1 of 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO CONDUCT
A TIRE COLLECTION EVENT AT THE BOB BOWERS CIVIC CENTER
AND AT THE CITY OPERATIONS CENTER NOVEMBER 2-7, 2020
UTILIZING GRANT FUNDS FROM SOUTHEAST TEXAS RESOURCE
CONSERVATION AND DEVELOPMENT, INC. AND AUTHORIZING A
CONTRACT WITH EARTH ENERGY TIRE RECYCLING OF BAYTOWN,
TEXAS FOR AN AMOUNT NOT TO EXCEED $35,343.00. FUNDS
AVAILABLE IN THE LANDFILL PROFESSIONAL SERVICES
ACCOUNT 403-1274-533.54-00.
WHEREAS, the City of Port Arthur has a severe problem with abandoned tires
throughout the City; and,
WHEREAS, the City of Port Arthur would like to eliminate as much as possible the
potential for mosquitoes, vermin and rodent infestations associated with abandoned tires;
and,
WHEREAS, the Public Works Department has secured funding for a Tire Collection
Event from Southeast Texas Resource and Development, Inc. in an amount not to exceed
$35,343.00 in the Landfill Professional Services Account 403-1274-533.54-00, See Exhibit
A; and,
WHEREAS, the Public Works Department will collect tires at the City Operations
Center, located at 201 H. O. Mills Road, Monday through Friday from November 2nd to
November 6th, 2020 between the hours of 9:00 am to 12 Noon; and,
WHEREAS, the Public Works Department will collect tires at the Bob Bowers Civic
Center, located at 3401 Cultural Center Drive, on Saturday, November 7, 2020 from 7:00
am until 1:00 pm;
PR No. 21596
10/19/20 mje
Page 2 of 4
WHEREAS, the Tire Collection Event is limited to Port Arthur residents only; and,
WHEREAS, tires will be limited to 8 tires per resident, no tires on rims, no
commercial tires, no 18-wheeler tires, and no tires from businesses or tire companies will
be accepted, See Exhibit D; and,
WHEREAS, the City of Port Arthur requested quotes from tire recyclers to remove
and dispose of tires collected from the Operations Center and the Tire Collection Event
at Bob Bowers Civic Center; and,
WHEREAS, three quotes were received with Earth Energy Tire Recycling of
Baytown, Texas being selected as the lowest and most responsible bidder, Exhibit B; 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 authorized to conduct a Tire Collection Event for the
City of Port Arthur; and,
THAT, the Public Works Department will collect tires at the City Operations Center,
located at 201 H. O. Mills Road, Monday through Friday from November 2nd to November
6th, 2020 between the hours of 9:00 am to 12 Noon; and,
THAT, the Public Works Department will collect tires at the Bob Bowers Civic
Center, located at 3401 Cultural Center Drive, on Saturday, November 7, 2020 from 7:00
am until 1:00 pm; and,
PR No. 21596
10/19/20 mje
Page 3 of 4
THAT, funding is available in the form of a grant from Southeast Texas Resource
and Development, Inc. in an amount not to exceed $35,343.00 in the Landfill Professional
Services Account 403-1274-533.54-00; and,
THAT, Earth Energy Tire Recycling of Baytown, Texas has been selected as the
lowest and most responsible bidder; and,
THAT, the City Manager is authorized to execute a contract between the City of
Port Arthur and Earth Energy Tire Recycling of Baytown, Texas in substantially the same
form as Exhibit C; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the
City Council.
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:
Thurman "Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
PR No. 21596
10/19/20 mje
Page 4 of 4
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
(�,.64 N-
Valecia Ti,eno ` b
Ron Burton
City Attorney City Manager
APPROVED AS FOR AVAILABILITY OF
FUNDS:
Kandy Daniel
Interim Director o Finance
Alberto Elefano, P.E.
Director of Public Works
Clifton Williams, CPPB
Purchasing Manager
EXHIBIT A
SOt''I`I'EA s'1''1'EXA1 IZI`aO1 'I2('K ('ON-EI. VATI t)N
t>�ic I)EVK1,OI'\iE\'I', IN( ',
Cturnitie s Gakr00.Scent"1.e0.e.MD.nos ube.tr.frail"Orang..Poll,San mato.TO..W.0.n,n.t,et.Mentgonrel.it Sena*Ad
tei?w.a Crierewt
Sot i.7 3 Now NO*o.t.tw.uo.
October 23,2020
Extrxnai tinsiw
Olen Beate
Prendern
Nen lt.S t'.wY. Jennifer Edwards
Cit,of Pori Arthur
ledge Mitt Allen
1.tkr Prr.rh.t
tanp.T C ennh
Southeast Texas Resource Conservation&Development
Um,fatale.. (RC&D)receives funds front TCLQ for different projects
=-'4 rr Planks
i.h<-.,Ynw including,lire collection events+abandoned tiro cleanup,
clean bus,heavy trash collection,repair or replace septic
Open systems for low income families and electronic collections
We have 16 counties that we work with,
!raw,54tt40p
MMYn'r At this time our office received tine money for the City of
45"*''1OflO Port Arthur in the amount of 535,143.00 for tire collection
tion wtamew.ly event cyents. Port Arthur will have a year to utilize these
lAntau, tt..•u funds from the time an event is scheduled. We understand
Pops,C.nn., weather and other things could cause a reschedule,
....tt.rlM.•M If you have any questions or need further assistance,please
e4"a`c,."Ke call Anita(;rant,Administrative Coordinator a(936)635-
>r.*i s 7345 or email t._ _sttxrc '.ri.yahoo.conj_
I-...sv1Nr tae....
,SIMS
Sincerely,
mar'unman
r e.Prentlrnt
urnt.+.t,wam Ole« Vt
Anita(-tint
A r tet;t.entrant Glen Bean
President
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Otter 191555MA 7345 .naewiwnitzsabitimin
'Tartar's in Rural Drtrlopmnat sister I4eb'
EXHIBIT B
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EXHIBIT C
CONTRACT FOR
TIRE COLLECTION EVENT/TIRE RECYCLING
BOB BOWERS CIVIC CENTER/OPERATIONS CENTER
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 Earth Energy Tire Recycling hereinafter called
"CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions and agreements
set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be November 2, 2020 to November 7, 2020.
2. The Contractor shall place a trailer required at the Operation Center on November 2, 2020 to
November 6, 2020 between the hours of 9:00 am to 12:00 pm.
3. Personnel provided by the City of Port Arthur will load the trailer.
4. The Contractor shall place a trailer or trailers required at the Bob Bower Civic Center on
November 7, 2020 between the hours of 7:00 am to 1:00 pm.
5. City is only accepting vehicle tires.
6. Commercial tires, 18-wheeler tires and tires on rims will not be accepted.
7. In the event the on-site trailer is filled to capacity, Earth Energy will provide a new trailer
within 48 hours.
8. 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.
9. The CONTRACTOR agrees to perform all the work described in the specifications and
contract documents and to comply with the terms in the amount of$2,500.00 per trailer.
10. The contract shall not exceed the cost of$35,343.00
11. The term "Contract Documents" means and includes the following:
1) Agreement
2) Quote
3) Notice of Award
12. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors and assigns.
13. IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed by their
duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an
original on the date first written above.
Signed on the day of 2020.
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of , 2020.
WITNESS EARTH ENERGY TIRE RECYCLING
BY
Print Name:
PRINT NAME:
TITLE:
From: Scott Miller
Sent: Monday, October 5, 2020 9:36 AM
To:Jennifer Edwards<jennifer.edwards@portarthurtx.gov>
Cc: Carl Frampton<
Subject: [NON-COPA] Scrap Tire Pick Up Event : City of Port Arthur : Scrap Tire Trailer Quote- Earth
Energy Tire Recycling
Jennifer,
It was a pleasure speaking with you this morning.
Per our discussion, here are the price quotes for the scenarios we discussed. All prices are flat fees with
no additional costs. :
a.) Drop off a 53' dry van trailer, you provide the manpower and load the trailer, we pick up the loaded
trailer is$2000
b.) Arrive with a 53' dry van trailer, my driver waits or stays with the trailer until a single day clean up
event is complete and brings back the loaded trailer is$2500
c.) Arrive with a 53' dry van trailer, Earth Energy Tire Recycling provides the manpower to pick up the
tires and load the trailer and once the trailer is loaded take it back to our recycling facility is$3000. We
can only provide this option if the City of Port Arthur has equipment( tractor,forklift, etc..)to assist in
picking up the tires off the ground and placing them in the back of our trailer.
Please confirm your decision to use our service and the dates as soon as possible as this is a busy season
for us in terms of support multiple municipality clean up events.
Kind regards,
Scott Miller Plant Manager Earth Energy Tire Recycling( EE-TDF Cleveland, LLC ) fax
: 281-659-0169 office : 281 -659-0090 http://earthenergyabf.com/
EXHIBIT D
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Location: Bob Bowers Civic Center — Parking Lot
3401 Cultural Center Drive
Port Arthur, Texas 77640
Time: 7:00 am until 1 :00 pm
Participant Information: Limited to residents of Port Arthur ONLY
Must present CURRENT water bill or
Driver License with Port Arthur address
All others will be turned away. No exceptions
Restrictions: Car tires only — MAXIMUM OF 8 TIRES
No commercial truck tires
No heavy equipment tires
No tires on rims
NO BUSINESSES OR TIRE COMPANIES