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PR 21906: CONTRACT WITH GRAHAM COUNTY LAND COMPANY FOR TRASH AND DEBRIS REMOVAL IN THE CITY OF PORT ARTHUR
*111111// 0040, City of +, (tit r11r«r www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 16, 2021 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Alberto Elefano, P.E., Public Works Director RE: P.R. 21906—Ratifying the City Manager's decision to enter into a Choice Partners contract with Graham County Land Company for trash and debris removal in the City of Port Arthur. Introduction: The intent of this Agenda is for the City Council to ratify the City Manager's decision to enter into a Choice Partners contract with Graham County Land Company for trash and debris removal in the City of Port Arthur. Background: The City of Port Arthur along with much of Southeast Texas experienced record-low temperatures in the middle of February 2021. The aftereffects of this winter storm are more trash and debris in the City of Port Arthur. The Solid Waste Division was able to keep up with the collection of trash for a while, but with the trash truck's constant use, the trash trucks went down for repairs. At one point the City only had three (3) trucks to service seven (7) routes. This caused a back-up in the schedule and trash was not getting picked up in a timely manner. To assist in the collection of trash throughout the city, the City Manager activated a Choice Partners Contract with Graham County Land Company to load and haul trash and debris to the Port Arthur Landfill. The contract was for a unit price of $13/CY of trash collected. The contractor collected 3,462 CY of trash for a total price of$45,006.00. Budget Impact: Funds are available in Solid Waste/Other Contractual Services,Account number 403-50-305- 5470-00-00-000 contingent upon a Budget Amendment. "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 Recommendation: Approval of P.R.No.21906 ratifying the City Manager's decision to enter into a Choice Partners contract with Graham County Land Company for trash and debris removal in the City of Port Arthur. "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. 21906 4-19-21 ace RESOLUTION NO. A RESOLUTION RATIFYING THE CITY MANAGER' S DECISION TO ENTER INTO CHOICE PARTNERS CONTRACT NO. 19/060MR- 01 WITH GRAHAM COUNTY LAND COMPANY OF ROBBINSVILLE, NORTH CAROLINA FOR TRASH AND DEBRIS REMOVAL IN THE CITY OF PORT ARTHUR. THE TOTAL PRICE FOR THIS SERVICE IS $45, 006 . 00 AND FUNDING IS AVAILABLE IN SOLID WASTE / OTHER CONTRACTUAL SERVICES, ACCOUNT NUMBER 403-50-305-5470-00-00-000 WHEREAS, the City of Port Arthur along with much of Southeast Texas experienced record-low temperatures in the middle of February 2021; and, WHEREAS, the aftereffects of this winter storm were more trash and debris in the City of Port Arthur; and, WHEREAS, the Solid Waste division was able to keep up the collection of trash for a while, but with the trash truck' s constant use, much of the trash trucks stopped working and had to be repaired; and, WHEREAS, the repair of the trash trucks takes time and this caused a back-up in the schedule and trash was not being collected in a timely manner; and, WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs, such as the Choice Partners Purchasing Program Contract No. 19/060MR-01, as an alternative to a formal bid process; and, WHEREAS, pursuant to Resolution No. 18-445 , the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the Choice Partners Purchasing Program as an alternate to the formal bidding process; and, WHEREAS, to assist in the collection of trash throughout the city, the City Manager entered into a Choice Partners Contract with Graham County Land Company to load and haul trash and debris to the Port Arthur Landfill; and, WHEREAS, the contract price to load and haul trash and debris is $13 per cubic yard (CY) of trash collected and the contracted collected 3 , 462 CY of trash verified by landfill staff for a total price of $45 , 006 . 00 , see Exhibit A for the recorded trash and debris collected; and, WHEREAS, this procurement is authorized pursuant to Section 252 . 022 (a) (2) a procurement necessary to preserve or protect the public health or safety of the municipality' s residents; and, WHEREAS, it is further authorized pursuant to Section 252 . 022 (a) (3) because of unforeseen damage to public machinery, equipment, or other property; and WHEREAS, the City Council of the City of Port Arthur finds it to be in the interest of the citizens of Port Arthur to ratify the City Manager' s decision to enter into a contract with Graham County Land Company; and, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1 . That the facts and opinions in the preamble are true and correct . Section 2 . That the City Council hereby ratifies the City Manager' s decision to enter into Choice Contract No. 19/060MR-01 with Graham County Land Company of Robbinsville, North Carolina on behalf of the City of Port Arthur to load and haul trash and debris to the Port Arthur Landfill in the total amount of $45, 006 . 00 (contingent upon budget adjustment) . Section 3 . That a copy of the Resolution shall be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of , A.D. , 2021, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote : AYES: Mayor: Councilmembers : , NOES : . Thurman Bill Bartie Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: A ' izeno "---jAi( City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton City Manager Alberto Elefano, PE Director of Public Works APPROVED AS TO AVALIABILITY OF FUNDS: r„kir ‘44,0447( Kandy Dan 1 Clif on Williams, CPPB Interim Finance Director Purchasing Manager (contingent on budget adjustment) Exhibit A CPCHOICE° • PARTNERS The Right Resources Right Now. October 17,2019 Randy Jordan, Owner/Managing Partner Graham County Land Company, LLC 750 Tallulah Road Robbinsville,NC 28771 Subject: Contract Award Dear Mr. Jordan: Congratulations! Harris County Department of Education(HCDE)has awarded Graham County Land Company, LLC a contract for the following commodity/service, based on the proposal submitted to HCDE Choice Partners on August 22,2019. Disaster Debris Removal Services Contract No. 19/060MR-01 The contract is effective October 16,2019 and will expire on October 15,2020.The contract may be renewed annually for up to three(3) additional years, if mutually agreed to by Choice Partners and Graham County Land Company,LLC. Your contract manager, Michael Robles,will contact you in the next few weeks and set up an appointment to discuss the contract details and new vendor orientation.The partnership between Graham County Land Company,LLC and Choice Partners should be mutually beneficial for us, as well as our participating agencies. A press release announcing the awards made this month is posted both at www.choicepartners.org and at www.hcde-texas.org.Your contract manager will send you the Choice Partners seal to add to your website and marketing materials, and will request additional information so we can accurately describe your company on our website. If you have any questions or concerns in the meantime, please feel free to call us at the office at 713-316- 4254. Sincerely, Jeff Drury, Director Choice Partners A division of Harris County Department of Education Enclosure: Signed Contract Page "Air Division of Harris County Department of Education 6005 Westview Dr., Houston,TX 77055 713.696.2122 877.696.2122 www.ChoicePartners.org EXECUTION OF OFFER The undersigned Proposer has carefully examined all instructions, requirements, specifications, terms and conditions of this RFP and the Agreement and certifies: 1. It is a reputable company regularly engaged in providing goods and/or services necessary to meet the requirements,specifications,terms and conditions of the RFP and the Agreement. 2. It has the necessary experience, knowledge,abilities,skills, and resources to satisfactorily perform the requirements, specifications, terms and conditions of the RFP and the Agreement. Further, if awarded, the Proposer agrees to perform the requirements, specifications, terms and conditions of the RFP and the Agreement. 3. All statements, information, and representations prepared and submitted in response to this RFP are current,complete, true, and accurate. Proposer acknowledges that HCDE will rely on such statements, information,and representations in selecting the successful Proposer(s). 4. It is not currently barred or suspended from doing business with the Federal government, any of the members represented,or any of their respective agencies. 5. It shall be bound by all statements,representations,warranties,and guarantees made in its proposal. 6. Submission of a proposal indicates the Proposer's acceptance of the evaluation technique and the Proposer's recognition that some subjective judgments may be made by HCDE and its membership as part of the evaluation. 7. That all of the requirements of this RFP and the Agreement have been read and understood. In addition, compliance with all requirements, terms and conditions will be assumed by HCDE if not otherwise noted in the proposal. 8. The individual signing below has authority to enter into this on behalf of Proposer. 9. Proposer acknowledges that the Agreement may be canceled if any conflict of interest or appearance of a conflict of interest is discovered by HCDE. 10. This Agreement is subject to purchase orders duly authorized and executed by HCDE. CORPORATE NAME: Graham County Land Company. LLC AUTHORIZED SIGNATURE: `�� PRINT NAME: Ra ordan TITLE: caner/Managing Partner DATE: 8/20/2019 ADDRESS: 750 Tallulah Road CITY,STATE,ZIP CODE: Robbinsville,NC 28771 PHONE: (828) 479-3581 I FAX: (828) 479-0339 EMAIL ADDRESS: RandyQGCLNC.com WEBSITE URL www,GCLJSC.com This Section to be Completed by HCDE Contract Number: 19/060MR-01 Term of contract: 10/16/2019 to 10/15/2020 Vendor shall honor all CPC Administrative Fees for any sales resulting from this Contract whether Vendor is awarded a renewal or not. Approved by Harris County 5-.: • t • Education: Atm 6„ il Jesus J.Amezcua,Ph r.,CPA, Zrii• B d A oval Assistant Superintend nt for B '. te•`. Services EXECUTION OF OFFER The undersigned Proposer has carefully examined all instructions, requirements, specifications, terms and conditions of this RFP and the Agreement and certifies: 1. It is a reputable company regularly engaged in providing goods and/or services necessary to meet the requirements,specifications,terms and conditions of the RFP and the Agreement. 2. It has the necessary experience, knowledge, abilities,skills, and resources to satisfactorily perform the requirements, specifications, terms and conditions of the RFP and the Agreement. Further, if awarded, the Proposer agrees to perform the requirements, specifications, terms and conditions of the RFP and the Agreement. 3. All statements, information, and representations prepared and submitted in response to this RFP are current,complete, true, and accurate. Proposer acknowledges that HCDE will rely on such statements, information,and representations in selecting the successful Proposer(s). 4. It is not currently barred or suspended from doing business with the Federal government, any of the members represented,or any of their respective agencies. 5. It shall be bound by all statements,representations,warranties,and guarantees made in its proposal. 6. Submission of a proposal indicates the Proposer's acceptance of the evaluation technique and the Proposer's recognition that some subjective judgments may be made by HCDE and its membership as part of the evaluation. 7. That all of the requirements of this RFP and the Agreement have been read and understood. In addition, compliance with all requirements, terms and conditions will be assumed by HCDE if not otherwise noted in the proposal. 8. The individual signing below has authority to enter into this on behalf of Proposer. 9. Proposer acknowledges that the Agreement may be canceled if any conflict of interest or appearance of a conflict of interest is discovered by HCDE. 10. This Agreement is subject to purchase orders duly authorized and executed by HCDE. CORPORATE NAME: Graham County Land Company. LLC AUTHORIZED SIGNATURE: "'�R PRINT NAME: Ra ordan TITLE: caner/ Managing_Partner 1 DATE: 8/20/2019 ADDRESS: 750 Tallulah Road I [I CITY,STATE,ZIP CODE: Robbinsville,.NC 28771 PHONE: (828) 479-3581 I FAX: (828) 479-0339 I EMAIL ADDRESS: Randy@GCLNC.com I WEBSITE URL ww-w.GCLNC,com I This Section to be Completed by HCDE Contract Number: I9/060MR-01 Term of contract: 10/16/2019 to 10/15/2020 Vendor shall honor all CPC Administrative Fees for any sales resulting from this Contract whether Vendor is awarded a renewal or not. Approved by Harris County D-.. •r • I.t • Education: ail ' ( 1p _i Jesus J.Amezcua,Phi.,CPA, Ire'. Bo .d A oval i a Assistant Superintend nt for B ze:l:Services CSP#19/060MR 5.0 CONTRACT TERMS AND CONDITIONS These Contract Terms and Conditions are part of the final contract in each product and/or service contract awarded as a result of this CSP and are part of the terms and conditions of each Purchase Order or proposal forms issued in connection with this CSP. Vendors are responsible for identifying any exceptions to these terms and conditions.ANY EXCEPTIONS MUST.BE NOTED DIRECTLY BELOW EACH OF THE RESPECTIVE TERMS AND CONDITIONS. Proposals that are qualified with conditional clauses,items not called for,or other irregularities may be considered non-responsive by HCDE/CP and eliminated from further consideration. CONTRACT BETWEEN HARRIS COUNTY DEPARTMENT OF EDUCATION AND Graham County Land Company,LLC("VENDOR") FOR Disaster Debris Removal Services This Contract is entered into between HCDE/CP and Vendor,having submitted a proposal in response to this.CSP issued by HCDE/CP and whose proposal has been accepted and awarded by HCDE. In consideration of the mutual covenants and conditions contained in this Contract and other good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged,HCDE/CP and Vendor,intending to be legally bound,and subject to the terms,conditions,and provisions of this Contract,agree as follows: 5.1. Definitions The terms used in this Contract shall have the meanings assigned to them in Section 1.0 Notice of Intent of the CSP. 5.2. Use of Contract by CP members Vendor agrees and understands that this CSP and Contract may be used to accomplish work for HCDE/CP, a local governmental entity. Vendor further agrees and understands that this CSP and Contract may also be utilized by CP members pursuant to the piggyback method,as contemplated in the U.S. Department of Agriculture Memorandum SP 35-2012, Procuring Services of Purchasing Cooperatives, Group Purchasing Organizations, Group Buying Organizations,etc.("SP 35-2012). Vendor agrees and understands that CP members include"school food authorities," as that term is used in SP 35-2012. 5.3. Contract Terms;Amendment The terms and conditions of this Contract shall govern all procurements conducted hereunder. No pre-published terms on Vendor's Purchase Order,acknowledgments,invoices,or other forms shall have any force or effect unless expressly agreed to by the CP member and Vendor. No amendment of this Contract shall be permitted unless and until first approved in writing by HCDE/CP and,if necessary,the CP member(s),and no such amendment shall have any effect unless and until a written amendment to this Contract is executed by the HCDE Superintendent or his designee after any necessary approvals have been obtained from the HCDE Board of Trustees. In the event that a Vendor has an existing HCDE/CP contract in the same contract title,upon award the new contract will immediately supersede the older contract. 5.4. Term of Contract;Renewal of Contract The initial term of this Contract is for a period of one(1)year,with HCDE/CP having the option to renew the Contract for three(3)additional one-year terms,at HCDE's sole discretion,unless otherwise specified in Section 6.0 Scope of Proposal. Consequently,the total term of the Contract may be for a period of four(4)years. The phrase"Term" in this Contract shall mean the then-current Term of the Contract,whether an initial term or a renewal term. 5.5. Termination of Contract;Survival This Contract shall remain in effect until(1)the Contract expires by its terms or(2)the Contract is terminated by mutual consent of HCDE/CP and Vendor. All Supplemental Contracts,purchase orders,and/or orders for goods or services issued by HCDE and/or CP members and accepted by Vendor shall survive the expiration or termination of this Contract. During the term of any Supplemental Contract entered into between Vendor and a CP member,all terms of this Contract shall continue to apply to the Supplemental Contract. General eBid CSP(revised November 2018) Page 14 of 62 CSP#19/060MR In the event of a breach or default of the Contract and/or the CSP by Vendor,HCDE/CP reserves the right to enforce the performance of the Contract in any manner prescribed by law or deemed to be in the best interest of HCDE/CP and/or CP members. HCDE/CP further reserves the right to terminate the Contract immediately in the event Vendor fails to: (1)meet schedules,deadlines,and/or delivery dates within the time specified in the CSP,this Contract,and/or a Purchase Order,(2)make any payments owed;or(3)otherwise perform in accordance with this Contract and/or the CSP. HCDE/CP also reserves the right to terminate the Contract immediately, with written notice to Vendor, if HCDE/CP believes,in its sole discretion that it is in the best interest of HCDE/CP and/or CP members to do so. In the event that a material change to the terms of the Contract occurs,then-the Contract shall be allowed to expire and shall not be renewed upon the conclusion of the Contract's term.The phrase"material change"in this paragraph shall mean a modification that substantially exceeds the terms of the original contract between HCDE/CP and Vendor. Upon the expiration of the Contract's term, HCDE/CP may issue a new CSP for the goods or services procured under the previous contract. Vendor agrees that HCDE/CP shall not be liable for damages in the event that HCDE/CP declares Vendor to be in default or breach of this Contract and/or the CSP.Vendor further agrees that upon termination of the Contract for any reason,Vendor shall,in good faith and with reasonable cooperation, aid in the transition to any new arrangement and/or Vendor. 5.6. Prevailing Wage Rates Vendor and all subcontractors of Vendor shall comply with all laws regarding prevailing wage rates,including,but not limited to,TEX.GOV'T.CODE Chapter 2258,applicable to the construction of a public work,and any related federal requirements, including the DAVIS-BACON ACT. In the event TEX. GOV'T. CODE Chapter 2258 applies to a product or service provided by Vendor to HCDE/CP or a CP member,Vendor and any subcontractor(s)shall comply with the prevailing wage rates set by HCDE/CP or the CP member. 5.7. Change Orders Pursuant to TEX. EDUC. CODE § 44.0411(a), for HCDE/CP and CP members that are Texas school districts, if a change in plans or-specifications is necessary after the performance of a Purchase Order has begun or if it is necessary to decrease or increase the quantity of work to be performed or of materials,equipment,or supplies to be furnished,the CP member may approve change orders making the changes. The total Purchase Order price may not be increased because of the changes unless additional money for increased costs is approved for that purpose from available money or is provided for by the authorization of the issuance of time warrants. The CP member may grant general authority to an administrative official to approve the change orders. A Purchase Order with an original contract price of$1 million or more may not be increased under TEX. EDUC.CODE§44.0411(a)by more than 25 percent. If a change order for a Purchase Order with an original contract price of less than$1 million increases the contract amount to$1 million or more,the total of the subsequent change orders may not increase the revised contract amount by more than 25 percent of the original contract price. 5.8. Compliance with Laws Vendor shall comply with all applicable federal,state,and Iocal laws,statutes,ordinances,standards,orders,rules,and regulations, including, as applicable, workers' compensation laws; minimum and maximum salary and wage statutes and regulations;prompt payment and licensing laws and regulations;anti-discrimination statutes and regulations(Title VI of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973;the Age Discrimination Act of 1975;Title 7 C.F.R. Parts 15, 15a,and 15b;the Americans with Disabilities Act; and FNS Instruction 113-1,Civil Rights Compliance and Enforcement—Nutrition Programs and Activities);the Davis-Bacon Act(40 U.S.C.§276a/29 CFR Part 5);the Copeland"Anti-Kickback"Act(18 U.S.C.§874/29 CFR Part 5);the Equal Opportunity Employment requirements(Executive Orders 11246 and 11375/41 CFR Chapter 60);the McNamara-O'Hara Service Contract Act (41 U.S.C.351);Section 306 of the Clean Air Act(42 U.S.C. § 1857h);Section 508 of the Clean Water Act(33 U.S.C. § 1368); Executive Order 11738, Environmental Protection Agency regulations(40 CFR Part 15);the Contract Work Hours and Safety Act(40 U.S.C.§3701-3708;29 C.F.R.Part 5;the Solid Waste Disposal Act(Section 6002 as amended by the Resource Conservation and Recovery Act for procuring solid waste management services in a manner that maximizes energy and resource recovery when contract amount is in excess of$10,000); the Education Department General Administrative Regulations("EDGAR")(2 C.F.R.Part 200);mandatory standards and policies contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act(Pub.L.94-163,89 Stat.871);and all applicable requirements and regulations,including those related to reporting,patent rights,copyrights, General eBid CSP(revised November 2018) Page 15 of 62 CSP#19/060MR data rights,and those mandated by federal agencies making awards of federal funds to HCDE/CP and/or CP members, including, without limitation, the U.S. Department of Agriculture and/or Texas Department of Agriculture. Vendor understands that Vendor is ineligible to receive a contract award with HCDE/CP if Vendor or its principal(s) is listed on the government wide exclusions in the System for Award Management (Debarment and Suspension Orders Executive Orders 12549 and 12689) or is 30 days or more delinquent in paying child support (Tex. Fam. Code § 231.006). For the entire duration of this Contract, Vendor and all subcontractors shall maintain all required licenses, certifications,permits,and any other documentation necessary to perform this Contract.All permits will be acquired by Vendor and invoiced to the CP member at cost as part of the Purchase Order,unless the permits are provided by the CP member. For the entire duration of this Contract,Vendor and all subcontractors shall also comply with all requirements pertaining to local,state,or federal health and safety certifications,licensing,or regulations. Vendor must comply with all state and local building code requirements unless otherwise specifically provided in the CP member's Purchase Order,and Vendor must pay all fees and charges for connections to outside services and for use of property outside the project site. The states of individual CP members may have regulations and laws that govern payment retention and progress payments for public projects.Vendor is responsible for being acquainted with and complying with each state's requirements. When required or requested by HCDE/CP or a CP member,Vendor shall furnish HCDE/CP and/or the CP member with satisfactory proof of Vendor's compliance with this provision. 5.9. Confidentiality Vendor and HCDE/CP agree to secure the confidentiality of all information and records in accordance with applicable federal and state laws, rules, and regulations. Vendor and HCDE/CP understand that the Family Educational Rights and Privacy Act(FERPA),20 U.S.C. § 1232g,governs the privacy and security of educational records and information and agree to abide by FERPA rules and regulations, as applicable. Vendor also acknowledges that HCDE/CP and numerous CP members are subject to the Texas Public Information Act, and Vendor waives any claim against and releases from liability HCDE/CP and CP members, their respective officers, employees, agents, and attorneys with respect to disclosure of information provided under or in this Contract or otherwise created,assembled,maintained,or held by Vendor, HCDE, or a CP member and determined by HCDE/CP or the CP member,the Attorney General of Texas,or a court of law to be subject to disclosure under the Texas Public Information Act. 5.10. Performance and Payment Bonds Vendor agrees to provide performance bonds and/or payment bonds as required•by law, based on the amount or estimated amount of any Purchase Order for a public work contract, which is defined as a contract for constructing, altering, or repairing a public building or carrying out or completing any public work. TEX. GOV'T. CODE § 2253.001(4). Pursuant to TEX.GOV'T.CODE§2253.021,a performance bond is required if a Purchase Order is in excess of$100,000 for CP members that are governmental entities subject to Chapter 2253;a payment bond is required if a Purchase Order is in excess of$25,000 for CP members that are governmental entities subject to Chapter 2253 and are not municipalities or a joint board created under Subchapter D,Chapter 22 of the Tex.Transp.Code,and a payment bond is required if a Purchase Order is in excess of$50,000 for CP members that are governmental entities subject to Chapter 2253 and are municipalities or a joint board created under Subchapter D,Chapter 22 of the TEX.TRANSP. CODE. 5.11. Title and Risk of Loss Whenever HCDE/CP or a CP member is purchasing(and not leasing)a product under this Contract,title and risk of loss shall pass upon the later of HCDE/CP or the CP member's acceptance of the product or payment of the applicable invoice. 5.12. Warranty Conditions All product(s)and/or service(s)provided by the Vendor under this Contract must be warranted to be free from defects in material,workmanship,and free from such defects in design for a period of one(1)year upon the later of HCDE's or the CP member's acceptance of the product and/or service or payment of the applicable invoice. Vendor warrants that all products and/or services furnished under this Contract shall conform in all respects to the terms of this Contract, including any drawings, specifications, and/or standards incorporated herein, including, without limitation, those detailed in the CSP and Purchase Order.In addition,Vendor warrants that products and/or services are suitable for and will perform in accordance with the purposes for which they are intended. Vendor shall assume all liabilities incurred within the scope of consequential damages and incidental expenses, as set forth in the Vendor or manufacturer's warranty, which result from either delivery or use of product, which does not meet the specifications within this Contract,the CSP,or Purchase Order. General eBid CSP(revised November 2018) Page 16 of 62 CSP#19/060MR 5.13. Criminal History Review Section 10.0 Attachment—SB 9 Contractor Certification:Contractor Employees(Required)and Attachment—SB 9 Contractor Certification:Subcontractor Form(If Applicable) must be submitted with packet,if applicable. Prior to commencing any work under the Contract, if Vendor contracts with HCDE/CP to provide services, Vendor must certify,on the form provided herein,that for each covered employee of Vendor who will have direct contact with students,Vendor has obtained,as required by TEX. EDUC. CODE Section 22.0834: (a)state criminal history record information from a law enforcement or criminal justice agency or a private entity that is a consumer reporting agency governed by the Fair Credit Reporting Act (15 U.S.C. Section 1681 et seq.) for each covered employee of Vendor employed before January 1,2008;and(b) nationaI criminal history record information for each employee of Vendor employed on or after January 1,2008.Vendor must also obtain similar certifications of compliance with TEX.EDUC. CODE, Chapter 22 requirements from any subcontractors on the form provided herein. Covered employees with disqualifying criminal history are prohibited from serving at HCDE/CP or at CP school district members' locations; Vendor and any subcontracting entity may not permit a covered employee to provide services at a school if the employee has been convicted of a felony or misdemeanor offense that would prevent a person from being employed under TEX. EDUC. CODE § 22.085(a) (i.e.,Title 5 felony or an offense requiring registration as a sex offender and victim was under 18 years of age or was enrolled in a public school at the time the offense occurred).Covered employees do not. include employees of a contracting or subcontracting entity that is providing engineering,architectural,or construction services on a project to design, construct, alter, or repair a public work if (1) the public work does not involve the construction,alteration,or repair of an instructional facility as defined by Texas Education Code Section 46.001; (2) the employee's duties will be completed more than seven(7)days before a new instructional facility will be used for instruction;or(3)for an existing instructional facility,the work area contains sanitary facilities separated from all areas used by students by a fence at least six(6)feet high,and the Contractor adopts,informs employees of,and enforces a policy prohibiting employees and any subcontractor's employees from interacting with students or entering areas used by students. Tex. Educ. Code §§ 22.0834(a-1), .08341. The criminal history record information review obligation applies only if Vendor contracts with HCDE/CP to provide services;it does not apply to a contract for the purchase of goods,products or real estate. 5.14. Customer Support Vendor shall provide timely and accurate technical advice and sales support to HCDE/CP staff, and CP members. Vendor shall respond to requests for customer support within one(1)business day after receipt of the request.Vendor shall provide training to HCDE/CP staff and/or CP members regarding products and/or services supplied by Vendor,at no additional charge,if requested by HCDE/CP or a CP member. 5.15. HCDE/CP and/or CP members'Property In the event of loss,damage,or destruction of any property owned by or loaned by HCDE/CP or a CP member that is caused by Vendor or Vendor's representative,agent,employee,or contractor,Vendor shall indemnify HCDE/CP or the CP member and pay to HCDE/CP or the CP member the full value of or the full cost of repair or replacement of such property, whichever is greater, within thirty (30) days of Vendor's receipt of written notice of HCDE's or the CP member's determination of the amount due.If Vendor fails to make timely payment,HCDE/CP or the CP member may obtain such money from Vendor by any means permitted by law,including,without limitation,offset or counterclaim against any money otherwise due to Vendor by HCDE/CP or the CP member. 5.16. Tax Exempt Status HCDE/CP and all CP members that are Texas governmental entities or agencies are exempt from payment of Texas State Sales Taxes under TEXAS TAX CODE§ 151.310 for the purchase of tangible personal property. Laws of other states govern the tax status of CP members in states other than Texas.Vendor represents and warrants that it shall pay all taxes or similar amounts resulting from this Contract, including, without limitation, any federal, state, or local income,sales or excise taxes of Vendor or its employees. HCDE/CP and CP members shall not be liable for any taxes resulting from this Contract,except where otherwise required by law. General eBid CSP(revised November 2018) Page 17 of 62 CSP#19/060MR 5.17. Other State Tax Requirements 5.17.1. Payment of Taxes by CP members Outside of Texas—CP members outside of Texas will pay only the rate and/or amount of taxes identified in Vendor's proposal submitted in response to the CSP as appropriate to the specific CP member. 5.17.2. State and Local Transaction Privilege Taxes —The CP member is subject to all applicable state and local transaction privilege taxes. Transaction privilege taxes apply to the sales of products and are the sole responsibility of Vendor,as the seller,to remit.Failure to remit taxes from HCDE/CP and/or the CP member, as the buyer,does not relieve Vendor,as the seller,from its obligation to remit taxes. 5.18. State of texas Franchise Tax By submitting a proposal in response to the CSP,Vendor certifies that Vendor is not currently delinquent in Vendor's payment of any franchise taxes or other taxes owed to the State of Texas. 5.19. Tax Responsibilities of Vendor and Indemnification for Taxes Vendor is responsible for complying with the tax laws of states and the federal government. Vendor and all subcontractor(s) of Vendor shall pay all federal, state, and local taxes applicable to Vendor's operation,any persons employed by Vendor,and all subcontractors of Vendor.Vendor shall require all subcontractors to hold HCDE/CP and the CP member harmless from any responsibility for taxes,damages,and interest. If applicable,contributions required under federal, state, and/or local laws and regulations and any other costs, including, but not Iimited to, transaction privilege taxes,unemployment compensation insurance,Social Security,and Worker's Compensation,shall be the sole responsibility of Vendor. 5.20. IRS W-9 To receive payment under this Contract,Vendor shall have a current I.R.S.W-9 Form on file with the CP member. 5.21. Assignment of Contract Vendor may not assign this Contract or any of its rights, duties or obligations hereunder without the prior written approval of HCDE. Any attempted assignment of this Contract by Vendor shall be null and void. Any Purchase Order made as a result of this Contract may not be transferred, assigned, subcontracted, mortgaged, pledged, or otherwise disposed of or encumbered in any way by Vendor without the prior written approval of HCDE/CP and,if applicable, the CP member. 5.22. Notification of Material Change Vendor is required to notify HCDE/CP when any material change in operations occurs,including changes in distribution rights for awarded products,bankruptcy, material changes in financial condition, change of ownership, and the like, within three(3)business days of such change. 5.23. Performance Vendor agrees to use commercially reasonable best efforts to provide the product(s)and/or service(s) subject to this Contract. Vendor shall furnish all supervision, labor, tools, equipment, permits, licenses, transportation, insurance, material,and supplies necessary to complete any scope of work,Purchase Order under this Contract. Vendor shall use skilled,trained personnel,who shall be supervised by Vendor. 5.24. Subcontractors If Vendor uses subcontractors in the performance of any part of this Contract, Vendor shall be fully responsible to HCDE/CP and CP members for all acts and omissions of the subcontractors. Nothing in this Contract shall create for the benefit of any such subcontractor any contractual relationship between HCDE/CP and any such subcontractor,nor shall it create any obligation on the part of HCDE/CP or CP members to pay or to see to the payment of any monies due any such subcontractor except as may otherwise be required by law. Vendor represents and warrants that it is willing, able,and capable of obtaining,supervising,and being responsible for any subcontractors who perform and/or provide products and services related to this Contract. General eBid CSP(revised November 2018)- Page 18 of 62 • CSP#19/060MR 5.25. Non-Appropriation Renewal of this Contract,if any,will be in accordance with TEX. LOCAL GOV'T.CODE§271.903 concerning non- appropriation of funds for multi-year contracts. Notwithstanding any other provision of this Contract or obligation imposed on HCDE/CP or any CP member by this Contract,HCDE/CP and CP members shall have the right to terminate this Contract,any Supplemental Contract,or Purchase Order without default or liability to Vendor resulting from such termination,effective as of the expiration of each budget period of HCDE/CP or any CP member if it is determined by HCDE/CP or any CP member, at their sole discretion, that there are insufficient funds to extend this Contract, any Supplemental Contract,any Purchase Order. The parties agree that this Contract, any Supplemental Contract,and/or any Purchase Order are commitments of the current revenue of HCDE/CP and CP members only. 5.26. Ordering Procedures Purchase Orders are issued by HCDE/CP and/or CP members to the Vendor according to this Contract and any Supplemental Contract between HCDE/CP and the CP member.CP members must send Purchase Orders to HCDE/CP, unless otherwise stipulated by HCDE/CP. HCDE/CP may request confirmation of receipt of the Purchase Order from Vendor. HCDE/CP also may elect to require e-commerce functionality,in which Purchase Orders are sent directly to Vendor and reported by the CP member to HCDE/CP on a specified basis.The e-commerce approach must be approved by HCDE/CP prior to the start date of any Term of the Contract. 5.27. Invoices;Payments 5.27.1. Vendor shall submit invoices, in duplicate, directly to HCDE/CP or the CP member at the appropriate location(s)specified by HCDE/CP or the CP member.Each invoice shall include HCDE's or the CP member's Purchase Order number and HCDE/CP Contract Number.All invoices shall be itemized to include the type of product(s)and/or service(s)rendered.Vendor shall submit invoices within a timely manner during HCDE's or the CP member's fiscal year in which the product(s)and/or service(s) are purchased. The shipment tracking number or pertinent information for verification of HCDE's or the CP member's receipt shall be made available upon request by HCDE/CP or the CP member. 5.27.2. HCDE/CP or the CP member will make payments directly to Vendor. HCDE/CP or the CP member placing the Purchase Order with Vendor shall alone be liable and/or responsible for payment for product(s) and/or service(s)ordered and must be invoiced directly by Vendor.Neither HCDE/CP nor any CP member shall be liable for the indebtedness of any one CP member. 5.27.3. TEX. GOV'T. CODE § 2251.021 shall govern when payments are due to the Vendor. Payments are due to Vendor by HCDE/CP and any CP member whose governing body meets only once a month or less frequently, within forty-five(45)days after the later of the following: (1)the date HCDE/CP or the CP member receives the products and services under the Contract;(2) the date the performance of the service under the Contract is completed; or(3) the date HCDE/CP or the CP member receives an invoice for the products or service. For CP members whose governing bodies meet more than once a month or more often,payments are due by those CP members within thirty (30) days after the later of the following: (1) the date the CP member receives product(s)under the Contract; (2)the date the performance of the service under the Contract is completed;or (3)the date the CP member receives an invoice for product(s) or service(s). Vendor agrees to pay any. subcontractors the appropriate share of the payment received from HCDE/CP or the CP member not later than the tenth(10th)day after the date the Vendor receives the payment from HCDE/CP or the CP member. The exceptions to payments made by HCDE,a CP member,and/or Vendor listed in TEX. GOV'T.CODE§ 2251.002 shall apply to this Contract. 5.28. Reporting The Vendor shall provide HCDE/CP with a detailed monthly report showing the total dollar volume of all sales under this Contract for the previous month in Microsoft Excel format, in the format and with the information specified by HCDE/CP. Reports are due on the fifteenth(15) day of the month, after the close of the previous month and shall provide information regarding Purchase Orders during the previous month. Vendor is responsible for collecting and compiling all sales under this Contract from all CP members and submitting one(1)consolidated monthly report. The General eBid CSP(revised November 2018) Page 19 of 62 1 CSP#19/060MR monthly report shall include,at a minimum, the date of each Purchase Order, Purchase Order number, CP member name,city/town,and Purchase Order total dollar amount. The Vendor shall provide HCDE/CP with velocity/usage reports within five (5) business days of any request by HCDE/CP for such reports. Reports shall be submitted in an electronic format to HCDE/CP at 6005 Westview, Houston, Texas 77055, or electronically mailed to supplyreportine iichoicepartners.org 5.29. Pricing Changes All prices and discount percentages in Vendor's proposal shall be firm for the Term of this Contract. Pricing may be negotiated during the Contract renewal period.In the event Vendor's prices will be adjusted or escalated upon a renewal (if any) of the fixed-price contract awarded pursuant to this CSP, Proposer must indicate such in its proposal. Any adjustment or escalation of the fixed price(s) will be based on the CPI index and may only be made at the time of contract renewal. Vendor agrees to promptly lower the proportionate price of any product purchased through this Contract following a reduction in the price the Vendor is paying suppliers. All pricing submitted to HCDE/CP in Vendor's proposal shall include the administrative fee to be remitted to HCDE/CP by Vendor. It is Vendor's responsibility to keep all pricing up-to-date and on file with HCDE/CP. All price changes shall be presented to HCDE/CP for acceptance or rejection by HCDE/CP, in its sole discretion,using the same format as was accepted in Vendor's original proposal; all price changes for products and/or services provided under this Contract must be approved,in writing,by HCDE/CP prior to taking effect. The following documentation shall be provided to support a request for a price change: • justification for change/increase • terms and conditions • market conditions • manufacturers'/distributors'impact,if any All price decreases shall be allowed for all products and/or services. 5.30. HCDE/CP Administrative Fee HCDE/CP will invoice Vendor for the HCDE/CP Administrative Fee of 1.25 (one and one-quarter) %,subject to the Administrative Incentive Clause, below. HCDE/CP reserve the right to modify the Administrative Fee at any time, upon notice to Vendor. The invoice for the Administrative Fee will be based on total sales made through this Contract, including any sales made through this Contract via the Statewide Procurement Division's Texas Multiple Award Schedule(TXMAS)Program.Vendor shall remit payment of the HCDE/CP Fee to HCDE/CP no later than thirty(30) days following the end of the month. Failure to pay the HCDE/CP Administrative Fee in a timely manner may result in Vendor breaching this Contract and may result in HCDE/CP suspending or terminating this Contract. Vendor shall honor and pay HCDE/CP the HCDE/CP Administrative Fee for any sales resulting from this Contract that occurred within thirty(30)days of the expiration or termination of this Contract. All rebates,discounts,and other applicable credits granted by Vendor as a result of any Supplemental Contracts entered into between Vendor and CP members shall accrue exclusively to CP member(s). Administrative Fee Incentive Clause. The following incentives will be determined in the sole discretion of HCDE/CP and will be based on amounts actually billed by Vendor. Vendor's failure to abide by the Contract's terms and conditions,including,without limitation,Vendor's requirement to report sales to HCDE/CP,may result in HCDE/CP voiding the Administrative Fee Incentive,in HCDE/CP's sole discretion. Aggregate Year • Gross sales above$10M invoiced by Choice Partners=1°/0 for remainder of the then-current Contract Term • Subsequent renewal 1-year Term=1.00%and Vendor must maintain production of$5M to keep 1.00%fee for the next subsequent renewal 1-year Term NOTE: FAILURE TO REPORT WILL VOID THIS ADMINISTRATIVE FEE INCENTIVE General eBid CSP(revised November 2018) Page 20 of 62 CSP#I9/0601MIR 5.31. Records Retention Vendor shall maintain its records and accounts in a manner that shall assure a full accounting for all product(s)and/or service(s)provided by the Vendor to HCDE/CP and/or CP members under this Contract.These records and accounts shall be retained by Vendor and made available for review and copying by HCDE/CP and CP members for a period of not less than three(3)years from the date of completion of the service(s),receipt of product(s),the date of the receipt by HCDE/CP or the CP member of Vendor's final invoice or claim for payment in connection with this Contract,or the date HCDE/CP or the CP member makes final payments and closes pending matters in connection with a federal grant, whichever is later. If an audit or a compliance review has been announced, the Vendor shall retain its records and accounts until such audit or compliance review has been completed. When federal funds are expended by HCDE or any CP member pursuant to this Contract,Vendor certifies that it will comply with the record retention requirements detailed in 2 CFR§200.333. Vendor further certifies that Vendor will retain all records as required by 2 CFR§200.333 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports,as applicable,and all other pending matters are closed.The Vendor agrees to provide authorized representatives access to construction or other work sites pertaining to the work being completed under this Contract. 5.32. Right to Review,Audit and Inspect HCDE/CP,CP members,any federal agency that has awarded federal funds/grant(s)to HCDE/CP or a CP member,and the Comptroller General of the United States,and/or any of their authorized representatives,shall,upon written notice, have the right to audit and examine all of Vendor's records and accounts relating to this Contract and inspect any project performed by the Vendor relating to this Contract. Records subject to audit/review shall include,but are not limited to, all Purchase Orders resulting from this Contract and records which may have a bearing on matters in connection with the Vendor's work for HCDE/CP and/or CP members,and shall be open to inspection and subject to audit/review and/or reproduction by HCDE/CP,CP member,and/or their authorized representative(s)to the extent necessary to adequately permit evaluation and verification oh 5.32.1. Vendor's compliance with this Contract and the requirements of the CSP. 5.32.2. Compliance with procurement laws, policies, and procedures, including, without limitation, reviewing/comparing pricing on invoices for HCDE/CP and/or CP members. 5.32.3. Compliance with provisions for computing billings to HCDE/CP and/or to CP members. 5.32.4. Any other matter related to this Contract. 5.33. Indemnification VENDOR SHALL INDEMNIFY AND HOLD HARMLESS HCDE/CP AND EACH CP MEMBER. INCLUDING HCDE'S AND CP MEMBERS' TRUSTEES, OFFICERS. ADMINISTRATORS. EMPLOYEES, AND AGENTS, FROM ALL CLAIMS.LIABILITIES,COSTS,SUITS OF LAW OR IN EQUITY,EXPENSES,ATTORNEYS'FEES, FINES, PENALTIES OR DAMAGES ARISING FROM ACTS OR OMISSIONS OF VENDOR. VENDOR'S EMPLOYEES. AGENTS.OR SUBCONTRACTORS, IN CONNECTION WITH THIS CONTRACT, INCLUDING WITHOUT LIMITATION. THOSE ARISING FROM CLAIMED INFRINGEMENT OF ANY PATENTS, TRADEMARKS,COPYRIGHT OR OTHER CORRESPONDING RIGHTS'WHICH IS RELATED TO ANY ITEM VENDOR IS REQUIRED TO DELIVER. VENDOR'S OBLIGATIONS UNDER THIS CLAUSE SHALL SURVIVE ACCEPTANCE AND PAYMENT BY HCDE/CP OR THE CP MEMBER. 5.34. Governing Law and Exclusive Venue The laws of the State of Texas,without regard to its provisions on conflicts of laws,govern this Contract.Any dispute under this Contract involving HCDE/CP must be brought exclusively in the state and federal courts located in Houston, Harris County,Texas.Any dispute not involving HCDE/CP but involving a CP member and Vendor shall be governed by the laws of the state of the CP member,without regard to its provisions on conflicts of laws,and exclusive jurisdiction and venue shall lie in the city,county,and state of the CP member. General eBid CSP(revised November 2018) Page 21 of 62 CSP#19/060MR 5.35. Multiple Contract Awards;Non-Exclusivity HCDE/CP reserves the right to award multiple contracts under the CSP, including multiple contracts for each product/service category.Product/Service categories are established at the sole discretion of HCDE/CP.Nothing in this Contract may be construed to imply that Vendor has the exclusive right to provide products and/or services to HCDE/CP and/or CP members.During the Term of this Contract,HCDE/CP and CP members reserve the right to use all available resources to procure other products and/or services as needed and doing so will not violate any rights of Vendor. In the event that a Vendor has an existing HCDE/CP contract in the same contract title, upon award the new contract will immediately supersede the older contract. 5.36. New Products New products that meet the specifications detailed in the CSP may be added to this Contract,with prior written approval from HCDE/CP.Pricing of any new products shall be equivalent to the percentage discount or proposed prices for other similar products.Vendor may replace or add products to the contract if: the replacing products are equal to or superior to the original products offered or discounted in a similar degree or to a greater degree and the products meet the requirements of the CSP. No products may be added to avoid competitive procurement procedures. HCDE/CP may reject any proposed additions,without cause,in its sole discretion. 5.37. No Substitution;Product Recall Any Purchase Order issued pursuant to this Contract shall conform to the specifications and descriptions identified in this Contract and the CSP. Vendor shall not deliver substitutes without prior written authorization from HCDE/CP or the CP member. If a product recall is instituted on any good that has been furnished and delivered to HCDE/CP or any CP member, Vendor must immediately(i.e., within 24 hours but preferably sooner)notify the purchasing agent of HCDE/CP and the purchasing CP member by e-mail or in writing and must include all pertinent information relating to the recall. If Vendor is unable to contact the purchasing agent,Vendor must contact the Director of Purchasing of HCDE/CP and the purchasing CP member. Vendor will be responsible for all costs associated with replacing the recalled product, including replacement cost,shipping charges,etc. This requirement shall survive payment and acceptance of the goods. 5.38. Penalties If the Vendor is unable to provide the product(s)or services at the prices quoted in Vendor's proposal or if Vendor fails to fulfill or abide by the terms and conditions of the Contract,the CSP,or a Supplemental Contract, HCDE/CP or the CP member may take the following action(s),in the sole discretion of HCDE/CP or the CP member,and Vendor agrees to comply with the chosen action(s): 5.38.1 Insist that the Vendor honor the quoted price(s)specified in Vendor's proposal or the Supplemental Contract, as applicable; 5.38.2 Have the Vendor pay the difference between the Vendor's price and the price of the next acceptable proposal, as determined by HCDE/CP or the CP member; 5.38.3 Have the Vendor pay the difference between Vendor's price and the actual purchase price of the product or service on the open market;and/or 5.38.4 Recommend to HCDE Board of Trustees that the Vendor no longer be given the opportunity to submit a proposal to HCDE/CP and/or that this Contract be terminated. 5.39. Promotion of Contract Marketing Plan The marketing of Vendor's company, product, and/or services shall be the sole responsibility of Vendor. HCDE/CP may only supply Vendor with CP members' contact lists that contain name, address, phone numbers, and/or email addresses.Other items geared toward the joint-marketing of HCDE/CP and Vendor's company,product,and/or services shall be at HCDE/CP's sole discretion. Encouraging CP members to circumvent this Contract by purchasing directly from Vendor may result in suspension or termination of this Contract. For so long as this Contract is valid and enforceable between the parties, Vendor agrees to display the CP seal in its marketing collateral materials, such as Vendor's website and related marketing materials. Vendor shall submit all promotional materials to HCDE/CP and obtain written approval before Vendor finalizes or publishes promotional material bearing the HCDE/CP or HCDE/CP name or seal.Vendor may not release any press release or other publication regarding this Contract or HCDE/CP unless and until HCDE/CP first approves the press release or publication in writing. General eBid CSP(revised November 2018) Page 22 of 62 • CSP#19/060MR 5.40. Website Support Vendor agrees to cooperate with HCDE/CP in publicizing contract particulars on the CP website.Vendor also agrees to work with HCDE/CP in updating and maintaining current information on Vendor activities related to the Contract on the CP website. Vendor agrees to provide an electronic version of its logo for use on the CP website upon Contract award and provide other information as reasonably requested by HCDE/CP to help ensure that the CP website is current and consistently updated. • 5.41. Safety Vendor, its subcontractor(s), and their respective employees shall comply fully with all applicable federal,state, and local safety and health laws, ordinances, rules,•and regulations in the performance of services under this Contract, including,without limitation,those promulgated by HCDE/CP,CP members,and by the Occupational Safety and Health Administration("OSHA").In case of conflict,the most stringent safety requirements shall govern.Vendor shall comply with all other safety guidelines and standards as required by HCDE/CP or CP members. Vendor shall indemnify and hold HCDE/CP and/or the CP member harmless from and against all claims,demands,suits,actions,judgments,fines, penalties,and liability of every kind arising from the breach of Vendor's obligations under this provision. 5.42. Workforce Vendor shall employ only orderly and competent workers,skilled in the performance of the services,if any,which shall be performed under this Contract. Vendor,its employees,subcontractors,and subcontractor's employees may not use or possess any firearms,alcoholic or other intoxicating beverages, illegal drugs or controlled substances while on the job or on HCDE/CP and CP members'property,nor may such workers be intoxicated or under the influence of alcohol or drugs on HCDE/CP and CP members'property. 5.43. Supplemental Contracts A CP member and Vendor may enter into a separate,Supplemental Contract.Any Supplemental Contract developed as a result of this Contract and/or the CSP is exclusively between the CP member and Vendor and shall have no effect or impact on HCDE, any other CP member, or this Contract. Any Supplemental Contract between Vendor and a CP member is exclusively between that specific CP member and Vendor and will be subject to immediate cancellation by the CP member(without penalty to the CP member) if, in the opinion of the CP member, the quality, service, and specification requirements,and/or the terms and conditions are not maintained as stated in the Supplemental Contract. Vendor shall promptly notify HCDE/CP of any Supplemental Contract executed between Vendor and a CP member. 5.44. Insurance Vendor is required to provide HCDE/CP and/or the CP member with copies of certificates of insurance, naming HCDE/CP and/or the CP member as additional insured's for Texas Workers Compensation and General Liability Insurance, within 14 business days of contract award and prior to the commencement of any work under this Contract. Certificates of Insurance, name and address of Vendor, the limits of liability, the effective dates of each policy,and policy number shall be delivered to HCDE/CP and/or the CP member prior to commencement of any work under this Contract.The insurance company insuring Vendor shall be licensed in the State of Texas or the state in which the CP member is located,and shall be acceptable to HCDE/CP and/or the CP member. Vendor shall give HCDE/CP or the CP member a minimum of ten (10)days'notice prior to any modifications or cancellation of said policies of insurance. Vendor shall require all subcontractors performing any work under or relating to this Contract to maintain coverage as specified below. Vendor shall,at all times during the Term of this Contract,maintain insurance coverage with not less than the type and requirements shown below. If the CP member has higher insurance requirements than those listed below,such may be added to the Purchase Order. Such insurance is to be provided at the sole cost of the Vendor. These requirements do not establish limits of Vendor's liability. All policies of insurance shall waive all rights of subrogation against HCDE,CP members,and HCDE/CP and CP members' officers,employees and agents. Upon request,certified copies of original insurance policies shall be furnished to HCDE/CP and/or to CP members. HCDE/CP and the CP member,as requested,shall be named as an"additional insured"on insurance policies. General eBid CSP(revised November 2018) Page 23 of 62 CSP#19/060MR HCDE/CP and the CP member reserve the right to require additional insurance should HCDE/CP or the CP member deem additional insurance necessary,in their sole discretion. • Workers Compensation(with waiver of subrogation to HCDE/CP and the CP member) Employer's Liability, including all states,U.S.Longshoremen,Harbor Workers and other endorsements. • Statutory,and Bodily Injury by Accident: $100,000 each employee. Bodily Injury by Disease: $500,000,policy limit $100,000 each employee. • Commercial General Liability Occurrence Form including, but not limited to, Premises and Operations, Products Liability Broad Form Property Damage,Contractual Liability,Personal and Advertising Injury Liability and where the exposure exists,coverage for watercraft,blasting collapse,and explosions,blowout,cratering and underground damage. $1,000,000.00 each occurrence Limit Bodily Injury and Property Damage combined.Products-Completed Operations Aggregate Limit$500,000 per Job Aggregate.$1,000,000.00 Personal and Advertising Injury Limit. • Automobile Liability Coverage:$300,000 Combined Liability Limits Bodily Injury and Property Damage Combined. 5.45. Participation In HCDE/CP Vendor acknowledges and agrees that continued participation in the HCDE/CP cooperative purchasing program is subject to HCDE/CP's sole discretion and that Vendor may be removed from the HCDE/CP program at any time,with or without cause,in HCDE/CP's sole discretion. All work resulting from this Contract must cease immediately after completion of the final accepted Purchase Order. Nothing in this Contract or in any other communication between HCDE/CP and Vendor may be construed as a guarantee that HCDE/CP or CP members will submit any Purchase Order to Vendor at any time. At a minimum,to continua participation in the HCDE/CP cooperative purchasing program,Vendor must: • Submit detailed monthly reports of all sales activity(such report is required even if there is no sales activity for a given month); • Timely remit Administrative Fee(s)to HCDE/CP; • Market Choice Partners,including inclusion of CP seal on Vendor's website,development and execution of marketing plan, and participation in at least 3 of marketing events (such as trade shows and conferences) annually; • Maintain a minimum annual sales activity of$15,000; • Completion of all required forms(such as Form 1295,EDGAR Certifications,etc.);and • Maintain required insurance and submit updated certificate(s)to CP annually Note: Failure to meet these minimum requirements may cause the Vendor to be subject to either non-award or non-renewal,in HCDE/CP's sole discretion 5.46. No Agency or Endorsements It is the intention of the parties to this Contract that Vendor is independent of HCDE/CP and CP members, is an independent contractor, and is not an employee, agent,joint venturer, or partner of HCDE/CP or any CP member. Nothing in this Contract shall be interpreted or construed as creating or establishing the relationship of employer and employee, agent,joint venturer or partner,between HCDE/CP and Vendor, any CP member and Vendor, HCDE/CP and any of Vendor's agents,or any CP member and any of Vendor's agents.Vendor has no power or authority to assume or create any obligation or responsibility on behalf of HCDE/CP or any CP member,and HCDE/CP and HCE members have no power or authority to assume or create any obligation or responsibility on behalf of Vendor.This Contract shall not be construed to create or imply any partnership, agency, or joint venture, nor shall it be construed or deemed an endorsement of a specific company or product.Vendor agrees that HCDE/CP and CP members have no responsibility for any conduct of any of Vendor's employees,agents,representatives,contractors,or subcontractors. 5.47. Equal Opportunity It is the policy of HCDE/CP not to discriminate on the basis of race, color, national origin, gender, limited English proficiency or handicapping conditions in its programs. Vendor agrees not to discriminate against any employee or applicant for employment to be employed in the performance of this Contract, with respect to hire, tenure, terms, General eBid CSP(revised November 2018) Page 24 of 62 • CSP#19/060MR conditions and privileges of employment,or a matter directly or indirectly related to employment,because of age(except where based on a bona fide occupational qualification), sex (except where based on a bona fide occupational qualification)or race,color,religion,national origin,or ancestry.Vendor further agrees that every subcontract entered into for the performance of this Contract shall contain a provision requiring non-discrimination in employment herein specified, binding upon each subcontractor. Breach of this covenant may be regarded as a material breach of the Contract. 5.48. Force Majeure Neither HCDE,any CP member,or Vendor shall be deemed to have breached any provision of this Contract as a result of any delay,failure in performance,or interruption of service resulting directly or indirectly from acts of God,network failures,acts of civil or military authorities,civil disturbances,wars,energy crises,fires,transportation contingencies, interruptions in third-party telecommunications or Internet equipment or service, other catastrophes, or any other occurrences which are reasonably beyond HCDE,any CP member,or Vendor's control. HCDE,CP members,and Vendor are required to use due caution and preventive measures to protect against the effects of force majeure,and the burden of proving that a force majeure event has occurred shall rest on the party seeking relief under this provision.The party seeking relief due to force majeure is required to promptly notify the other parties in writing,citing the details of the force majeure event and relief sought,and shall resume performance immediately after the obstacles to performance caused by a force majeure event have been removed,provided the Contract has not been terminated. Delay or failure of performance,by either party to this Contract,caused solely by a force majeure event,shall be excused for the period of delay caused solely by the force majeure event.HCDE,CP members,and Vendor shall not have any claim for damages against any other party resulting from delays caused solely by force majeure. Notwithstanding any other provision of this Contract,in the event the Vendor's performance of its obligations under this Contract is delayed or stopped by a force majeure event,HCDE/CP shall have the option to terminate this Contract. This section shall not be interpreted as to limit or otherwise modify any of HCDE's or CP members'contractual,legal,or equitable rights. 5.49. Severability. In the event any one or more of the provisions contained in this Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions,and the Contract shall be construed as if such invalid, illegal,or unenforceable provision had never been contained in it. 5.50. Waiver No failure on the part of either party at any time to require the performance by the other party of any term hereof shall be taken or held to be a waiver of such term or in any way affect such parry's right to enforce such term,and no waiver on the part of either party-of any term hereof shall be taken or held to be a waiver of any other term hereof or the breach thereof.No waiver,alteration,or modification of any of the provisions of this Contract shall be binding unless in writing and signed by duly authorized representatives of the parties hereto. 5.51. Entire Agreement _ The Contract,the CSP,Vendor's proposal submitted in response to the CSP,the attached and incorporated attachments, addendum, and/or exhibits, if any, and the Supplemental Contract, if any, contain the entire agreement of the parties relative to the purpose(s) of the Contract and supersede any other representations, agreements, arrangements, negotiations,or understandings,oral or written,between the parties to this Contract. In the event of a conflict between this Contract and the CSP or Vendor's proposal submitted in response to the CSP,this Contract shall control. In the event of a conflict between the CSP and Vendor's proposal submitted in response to the CSP,the CSP shall control. This Contract supersedes any conflicting terms and conditions on any Purchase Order, invoices, checks, order acknowledgements,forms,purchase orders,or similar commercial documents relating hereto and which may be issued by Vendor after the Effective Date of this Contract. In addition to this Contract,a Supplemental Contract between Vendor and the CP member may be established to further detail the terms and conditions of the CP member's specific project. In the event of a conflict between this Contract and the Supplemental Contract,as to HCDE,this Contract shall prevail. In the event of a conflict between this Contract and the Supplemental Contract,as to the CP member,the Supplemental Contract shall prevail unless the Supplemental Contract states otherwise. General eBid CSP(revised November 2018) Page 25 of 62 CSP#19/060MR 5.52. Interpretation Vendor agrees that the normal rules of construction that requires that any ambiguities in this Contract are to be construed against the drafter shall not be employed in the interpretation of this Contract. 5.53. Notice Any notice provided under the terms of this Contract by the parties to any other shall be in writing and shall be given by hand-delivery or by certified or registered mail, return receipt requested. Notice shall be sufficient if made or addressed to the party at the address listed in the signature line of this Contract.Notice shall be deemed effective upon receipt.Each party may change the address at which notice may be sent to that party by giving notice of such change to the other party by certified mail,return receipt requested. 5.54. Captions The captions herein are for convenience and identification purposes only,are not an integral part hereof,and are not to be considered in the interpretation of any part hereof. 5.55. Certifications If(a)Vendor is not a sole proprietorship;(b)Vendor has ten(10)or more full-time employees;and(c)this Agreement has a value of $100,000 or more, the following certification shall apply; otherwise, this certification is not required. Pursuant to Chapter 2270 of the Texas Government Code,the Vendor hereby certifies and verifies that neither the Contractor, nor any affiliate, subsidiary, or parent company of the Vendor, if any (the "Vendor Companies"), boycotts Israel,and the Vendor agrees that the Vendor and Vendor Companies will not boycott Israel during the term of this Agreement. For purposes of this Agreement,the term"boycott"shall mean and include 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 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. Vendor certifies and agrees that it shall not assist an employee, contractor, or agent of HCDE or of any other school district in obtaining a new job if the Vendor knows, or has probable cause to believe,that the individual engaged in sexual misconduct regarding a minor or student in violation of the law. Routine transmission of an administrative or personnel file does not violate this prohibition. See HCDE Policy CJ(Legal)and(Local).- 5.56. Safety Vendor shall be solely responsible for maintaining safety at all work sites. Vendor shall take ail reasonable steps to insure safety for both workers and visitors to the site(s)to include traffic control.vendor will also be solely responsible to ensure that all OSHA requirements are met and a safety officer assigned to the project for the duration of this contract. 5.57. Generator Status In order to protect HCDE/CP and CP members from liabilities associated with on-site activities, transportation, and inherent CERCLA liabilities involving disposal,the vendor should supply its own labor,transportation,and dispose of the waste at only EPA-permitted disposal facility.The vendor must agree to assume generator status and be responsible for preparing and signing all manifests related to the HCDE/CP and/or CP members' household hazardous collection and/or disposal facility. 5.58. Recycling and Waste Management Hierarchy HCDE/CP recognizes concerns for the depletion of natural resources and the ecological effect of wastes in the environment,and encourages the use of recycled,recyclable,and reusable products and materials. HCDE/CP also adheres to the Environmental Protection Agency's waste hierarchy of preferred methods for waste reduction.Source reduction is the most preferred method,followed by recycling,and lastly disposal in combustion facilities and landfills.Vendors are encouraged to demonstrate their support of the recycling and waste management hierarchy goals of HCDE/CP and to arrange for the ultimate disposition of the wastes accordingly. 5.59. Compliance with Americans with Disabilities Act(ADA) Vendors shall be in compliance with all relevant requirements of the Americans with Disabilities Act(ADA)as applicable to their operations.By submission of a proposal,Vendor acknowledges its intention to conform to the requirements of the Act. Failure to comply with ADA may cause HCDE/CP to suspend a contract with any successful General eBid CSP(revised November 2018) Page 26 of 62 CSP#19/060MR Vendor. 5.60. Compliance with this Contract After contract execution,the Vendor is the prime and responsible party for contracting and communicating the work to be performed to subcontractor(s),if any,and for channeling other information between HCDE/CP and/or CP members and subcontractors,if necessary. 5.60.1 The Vendor assumes total responsibility for the quality and quantity of all work performed, whether it is undertaken by the Vendor or is subcontracted to another organization. 5.60.2 If subcontractor involvement is required in the use of license, patent, or proprietary process, the Vendor is responsible for obtaining written authorization from the subcontractor to use the process or providing another process comparable to that which is required and which is acceptable to HCDE/CP and/or CP member,all at no additional cost or liability to HCDE/CP and/or CP member. 5.60.3 All disposal sites and treatment methods used by the Vendor shall be approved by HCDE/CP and/or CP member. Any changes in disposal site or treatment method without obtaining prior approval of HCDE/CP and/or CP member shall constitute a material breach of this Contract. In all instances, the Vendor must adhere to EPA treatment standards for treatment and disposal of wastes. 5.60.4 The Vendor represents and warrants by the submission of a proposal,for itself and its respective employees, officers, board members and agents, that its participation in this RFP process and, if selected, its engagement by HCDE/CP and/or CP member to perform planning services would not result in either a personal conflict of interest or an organizational conflict of interest. 5.60.5 HCDE/CP and/or CP member reserves the right to conduct audits and/or inspections of any transportation,storage or disposal facilities used by the Vendor. 5.61 Vendor Warranties 5.61.1 The successful Vendor(s)shall warrant that it has sufficient and requisite experience, personnel,education, licenses and permits,equipment,and knowledge to safely and lawfully collect, transport, and dispose of all disaster debris that may be collected for disposal by HCDE/CP and/or CP member jurisdictions. 5.61.2 Vendor must warrant that it understands the currently known hazards which are present to persons, property, and the environment in the transportation,storage,and treatment/disposal of the wastes received at all events. 5.61.3 Vendor must warrant that the Vendor-owned or approved storage treatment/disposal facilities are licensed and permitted as necessary. In the event that the storage/treatment facility loses its permitted status hereafter,during the term of the Contract,the Vendor will promptly notify HCDE/CP and/or CP member of such loss. 5.61.4 The Vendor will ensure that all vehicles transporting disaster debris (subcontractors included)are properly registered and insured,and that disaster debris drivers have all required State and Federal licenses. 5.61.5 Vendor must obtain all required Local, State, and Federal permits for the responsibilities of the Vendor. Vendor must obtain all necessary permits and qualify to transport waste according to DOT exemptions. endor must qualify to transport waste streams packaged in non-DOT specification packaging under DOT exemptions. 5.62 Pre-audit Any contract resulting from this RFP process may be pre-audited in the manner required by the Local Government Budget and Fiscal Control Act as evidenced by an HCDE/CP and/or CP member contract or purchase order issued which is incorporated as if fully set out. 5.63 Regulations and Standards General eBid CSP(revised November 2018) Page 27 of 62 • CSP#19/060MR All services performed pursuant to this RFP and any subsequent contract must fulfill applicable Federal,State and local regulations,as applicable,which may include the Federal Emergency Management Agency(FEMA),Federal Highway Administration(FHWA),Texas Department of Transportation(TxDOT),Texas Department of Health (TDH),Natural Resources Conservation Services(NRCS),Historical Preservation Office(SHPO),the Texas Department of Environmental Protection(TDEP),National Marine Fisheries Service(NMFS),United States Fish and Wildlife Service(FWS)or other regulations as determined by the needs of HCDE/CP and/or CP member. Vendor further agrees that any work performed under the Contract will be executed in compliance with the most current professional standards and specifications which may be applicable at the time in which services are being rendered 5.64 FEMA Special Terms and Conditions The following terms and conditions apply to all procurements and purchases involving federal funds disbursed(by grant, reimbursement,or other financial assistance)by the Federal Emergency Management Agency("FEMA"). In the event of a conflict or inconsistency between the following terms and conditions and any provision of the Agreement, the procurement solicitation issued by HCDE, or the portion of Vendor's proposal submitted in response to HCDE's procurement solicitation that is satisfactory to HCDE,the following terms and conditions shall control.- 5.65 Time and Materials Any time and materials contract must include a ceiling price that the Vendor exceeds at its own risk. The Vendor also agrees for Vendor to assert a high degree of oversight in order to obtain reasonable assurance that the Vendor is using efficient methods and effective cost controls,and Vendor agrees to fully cooperate with such oversight measures.2 CFR §200.318(j)(1). 5.66 No Involvement in Development of RFP Specifications Vendor acknowledges that Vendor was not involved with developing or drafting the specifications, requirements, statement of work,invitation for bids or request for proposals for this procurement solicitation. 2 CFR§200.319(a). 5.67 "Cost plus a percentage of cost"Contracts Prohibited "Cost plus a percentage of cost"or"percentage of construction cost"forms of contract are prohibited under the Federal procurement standards and are ineligible for FEMA reimbursement. 2 CFR§200.323(d). 5.68 Bonding Requirements In accordance with 2 CFR § 200.325, for construction or facility improvement contracts or subcontracts exceeding the federal Simplified Acquisition Threshold, the Federal awarding agency or pass-through entity may accept the bonding policy and requirements of HCDE/the CP member provided that the Federal awarding agency or pass-through entity has made a determination that the Federal interest is adequately protected. If such a determination has not been made,the minimum requirements must be as follows: (a)A bid guarantee from each bidder equivalent to five percent of the bid price.The"bid guarantee"must consist of a firm commitment such as a bid bond,certified check,or other negotiable instrument accompanying a bid as assurance that the bidder will,upon acceptance of the bid,execute such contractual documents as may be required within the time specified. (b)A performance bond on the part of the contractor for 100 percent of the contract price.A"performance bond"is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. (c)A payment bond on the part of the contractor for 100 percent of the contract price.A"payment bond"is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work provided for in the contract. 5.69 Access to Records All contractors and their successors,transferees,assignees,and subcontractors acknowledge and agree to comply with applicable provisions governing Department of Homeland Security and FEMA access to records,accounts,documents, information,facilities,and staff. 5.70 Use of Logos Vendor acknowledges and agrees that Vendor is prohibited from using Department of Homeland Security seals,logos, and flags without specific FEMA pre-approval. General eBid CSP(revised November 2018) Page 28 of 62 CSP#19/060MR • 5.71 FEMA Financial Assistance Vendor acknowledges that FEMA financial assistance will be used to fund the Contract and/or a Supplemental Contract, and Vendor agrees to comply with all applicable federal law, regulations, executive orders, and FEMA policies, procedures,and directives. 5.72 Federal Government is not a party to the Contract/Supplemental Contract Vendor acknowledges and agrees that the Federal Government is not a party to the Contract and/or a Supplemental Contract and is not subject to any obligations or liabilities to HCDE or the CP member, Vendor, or any other party pertaining to any matter resulting from the Contract and/or a Supplemental Contract. 5.73 Administrative Remedies for False Claims and Statements Vendor acknowledges that 31 U.S.C. Chapter 38 (Administrative Remedies for False Claims and Statements) applies to the Vendor's actions pertaining to the Contract and/or a Supplemental Contract 5.74 Disaster Debris Removal Services Key Terms Approved Final Disposal Site A final disposal site approved in writing by the HCDE/CP and/or CP member. Authorized Representative HCDE/CP and/or CP member employees and/or contracted individuals designated by HCDE/CP and/or CP member. Cleanup Crew A group of individuals or an individual employed by the Vendor to collect disaster debris. Construction and Demolition(C&D)Debris FEMA Publication 327 defines eligible C&D debris as damaged components of buildings and structures such as lumber/wood,gypsum wallboard,glass,metal,roofing material,tile,carpeting and floor coverings, window coverings, plastic pipe, concrete, fully cured asphalt, heating, ventilation and air conditioning systems and their components, light fixtures, small consumer appliances, equipment, furnishings and other residential contents that are a result of a disaster. (Note: This definition of C&D debris is for disaster recovery purposes and is not the same definition commonly used in other solid waste documents.)Current eligibility criteria include the following: a.Debris must be located within a designated area and be removed from an eligible applicant's improved property or right-of-way(ROW). b.Debris removal must be the legal responsibility of the applicant. c.Debris must be a result of a major disaster. Debris Items and materials broken,destroyed,or displayed by natural or human-caused federally declared disaster. Examples of debris include but are not limited to trees,C&D debris,and personal property. Debris Management Site(DMS) A location to temporarily store,reduce,segregate,and/or process debris before it is hauled to a final disposal site.May also be referred to as a temporary debris storage and reduction site(TDSRS)or temporary debris staging and processing facility(TDSPF). Debris Manager The HCDE/CP and/or CP member will designate a Debris Manager,who will provide oversight for all phases General eBid CSP(revised November 2018) Page 29 of 62 CSP#19/060MR of debris removal operations. Debris Removal Picking up debris and taking it to a DMS,composting facility,recycling facility,permitted landfill,or other reuse or end-use facility. Demolition Demolition is the act or process of reducing a structure,as defined by the State of Texas or local code,to a collapsed state.It contrasts with deconstruction,which is the taking down of a building while carefully preserving valuable elements for reuse. Description of Designated Area The designated area for debris removal is bounded by HCDE/CP and/or CP member limits and includes all public ROWs, easements, parks, and debris staging areas within the areas of the HCDE/CP and/or CP member. Debris clearance and removal on roadways in municipalities within the HCDE/CP and/or CP member(s) limits may assign debris removal responsibilities to the Vendor. The Vendor will remove debris from municipal roadways at the direction of the HCDE/CP and/or CP member. The HCDE/CP and/or CP member may also authorize the Vendor to remove debris from non-HCDE/CP and/or non-CP members' roadways or other areas as directed in writing by the HCDE/CP and/or CP member. All debris identified by the HCDE/CP and/or CP member shall be removed.The Vendor shall make necessary passes through HCDE/CP and/or CP member(s)limits,removing all debris along each right of way(ROW). Partial removal of debris piles is strictly prohibited.The Vendor shall not move from one designated area to another designated area without prior approval from the HCDE/CP and/or CP member. Any eligible debris that extends onto the ROW from private property shall be cut at the point where it enters the ROW,and the part of the debris that lies within the ROW shall be removed.The Vendor shall not enter onto private property during the performance of this Contract. The Vendor shall deliver debris to disposal sites that have been permitted to receive disaster debris and will adhere to all State,Local,and Federal regulations. Debris shall be reasonably compacted into the hauling vehicle.No limbs shall be allowed to protrude more than six(6)inches beyond the sides of the truck bed.Any debris extending above the top of the truck bed shall be secured in place to prevent it from falling off. Measures must be taken to prevent debris from blowing out of the hauling vehicle during transport to the disposal site. All debris will be mechanically loaded. Hauling vehicles that are hand loaded or that require mechanical assistance for dumping will not be permitted to dump at DMS(s), unless approved in advance by the HCDE/CP and/or CP member. Loose leaves and small debris in excess of one-bushel basket shall be removed within the designated area. No debris shall be left on the road surface. No single piece of debris larger than six(6) inches in any dimension shall be left on-site. Hand crews and rakes will be required. The Vendor will provide an on-site Project Manager to the HCDE/CP and/or CP member. The Project Manager shall provide the HCDE/CP and/or CP member with a telephone number at which the Project Manager can be reached throughout the project. The Project Manager will be expected to have daily meetings with HCDE/CP and/or CP member representatives. Daily meeting topics will include but will not be limited to volume of debris collected,completion progress, local coordination,and damage repairs.The HCDE/CP and/or CP member may adjust the frequency of meetings.The Vendor Project Manager must be available 24 hours-a-day,or as required by the HCDE/CP and/or CP member. General eBid CSP(revised November 2018) Page 30 of 62 CSP#19/060MR The HCDE/CP and/or CP member may provide the Vendor with potential DMS(s).The Vendor will be responsible for returning the DMS(s) to its original condition, abiding by all State and Federal environmental regulatory requirements. i. DMS locations to be determined within the HCDE/CP and/or CP member service request form. ii. Once DMS locations are identified, the Vendor will be provided with the address, GPS coordinates,and estimated acreage of each DMS. iii. Based on the severity of the disaster, the HCDE/CP and/or CP member may task the vendor with locating additional sites available to be used as DMS(s). iv. The HCDE/CP and/or CP member does not warrant or guarantee the availability or use of any dump sites.The Vendor must coordinate directly with owners of all final disposal sites. All final disposal sites must be approved in writing by HCDE/CP or CP member. The Vendor will remain legally responsible for the handling,reduction,and final haul-out and disposal of all reduced and unreduced debris. DMS(s)operations and remediation must comply with all local,state,and federal safety and environmental standards. Vendor reduction,handling,disposal,and remediation operations must be approved in writing by HCDE/CP and/or CP member. v. Payment for disposal costs(such as tipping fees)incurred by the Vendor at permitted disposal facilities,or other HCDE/CP and/or CP member-approved sites that meet Local,State,and Federal regulations for disposal,will be made at the cost incurred by the Vendor.The Vendor must furnish a copy of the invoice received by the disposal facility,all scale or load tickets issued by the disposal facility,and proof of Vendor payment to the disposal facility. The Vendor shall conduct the work so as not to interfere with the disaster response and recovery activities of Federal,State,and Local governments or agencies,or of any public utilities. The HCDE/CP and/or CP member reserves the right to inspect the DMS(s),verify quantities,and review operations at any time. The Vendor shall be capable of assembling, directing, and managing a workforce that can be fully operational in debris management operations in a maximum of seventy-two (72) hours, or sooner depending on the extent of the disaster.Operations must begin within twenty-four(24)hours of notification by the HCDE/CP and/or CP member. Depending on the category of the event, the HCDE/CP and/or CP member may request immediate mobilization. Debris management activities reimbursed through federal disaster programs may occur in areas protected by the Endangered Specifies Act. For CP members, any project that requires a federal permit or receives federal funding is subject to Section 7, the Vendor and HCDE/CP and/or CP member will comply with the findings of the Section 7 consultation,if applicable. Debris management activities reimbursed through federal disaster programs may occur in areas that are protected by the Texas Historical Commission (THC). The Vendor and HCDE/CP and/or CP member will coordinate with the SHPO when appropriate. Disaster Specific Guidance(DSG) DSG is a policy statement issued in response to a specific post-event situation or need in a state or region. Each DSG is issued a number and is generally referred to by its numerical identification. Eligible Eligible means qualifying for and meeting the most current stipulated requirements(at the time the written Notice to Proceed is issued and executed by HCDE/CP and/or CP member to the Vendor)of the FEMA Public Assistance Grant Program,FEMA Publication 321,FEMA Publication 322,FEMA Publication 323, FEMA Publication 327,and all current FEMA fact sheets,guidance documents,and DSGs. Eligible also includes meeting any changes in definition,rules,or requirements regarding debris removal reimbursement as stipulated by FEMA during the course of a debris removal project. Endangered Species Act Section 7 of the Endangered Species Act, 16 U.S.C. § 1536(a)(2),requires all Federal agencies to consult with the National Marine Fisheries Service(NMFS)for marine and anadromous species,or the United States Fish and Wildlife Service(FWS)for fresh-water and wildlife,if they are proposing an action that may affect General eBid CSP(revised November 2018) Page 31 of 62 CSP#19/060MR listed species or their designated habitat. "Action" is defined broadly to include funding,permitting, and other regulatory actions.(See 50 C.F.R.'§402.02.) Each Federal agency is to ensure that any action they authorize,fund,or carry out is not likely to jeopardize the continued existence of a listed species or result in the destruction or adverse modification of a designated _ critical habitat. This is done through consultation. If such species may be present, the Local government must conduct a biological assessment(BA) to analyze the potential effects of the project on listed species and critical habitat in order to establish and justify an effect determination(assistance and coordination may be available from the State of Texas,especially with transportation projects).The Federal agency reviews the BA and,if it concludes that the project may adversely affect a listed species or its habitat,it prepares a biological opinion. The biological opinion may recommend reasonable and prudent alternatives to the proposed action to avoid jeopardizing or adversely modifying the habitat. FEMA Publication 327 Debris Management Guide(or most current version) This publication is specifically dedicated to the rules,regulations,and policies associated with the debris removal process.Familiarity with this publication and any revisions can help a Local government limit the amount of non-reimbursable expenses.The Debris Management Guide provides the framework for the debris removal process authorized by the Stafford Act,including the following: i. Eliminating immediate threats to lives,public health,and safety. ii. Eliminating immediate threats of significant damage to improved public or private property. iii. Ensuring the economic recovery of the affected community to the benefit of the community at large. Grinding Reduction of disaster-related vegetative debris through mechanical means into small pieces to be used as mulch or fuel.Grinding may also be referred to as chipping or mulching. Hazardous Hanging Limbs • A limb that poses significant threat to the public.The current eligibility requirements for hazardous hangers according to FEMA Publication 327 are: i. The limb must be greater than two(2)inches in diameter. ii. The limb must be suspended in a tree and threatening a public use area. iii. The limb must be located on improved public property. Hazardous Leaning Tree . A tree is considered hazardous and defined as an eligible leaner when the tree's present state is caused by a disaster,the tree poses a significant threat to the public,and the tree is six(6)inches in diameter or greater as measured two(2)feet from the ground.The current eligibility requirements for leaning trees according to FEMA Publication 327 include: i. The tree has more than fifty(50)percent of the crown damaged or destroyed(requires written documentation from an arborist). ii. The tree has a split trunk or broken branches that expose the heartwood. iii. The tree has fallen or been uprooted within a public use area. iv. The tree is leaning at an angle greater than thirty(30)degrees. Hazardous Stump A stump is defined as hazardous and eligible for reimbursement if all of the following criteria are met.The current eligibility requirements for hazardous hangers according to FEMA Publication 327 are: i. The stump has fifty(50)percent or more of the root ball exposed. ii. The stump is greater than twenty-four(24)inches in diameter when measured twenty-four(24) inches from the ground. iii. The stump is located on a public ROW. General eBid CSP(revised November 2018) Page 32 of 62 CSP#19/060MR iv. The stump poses an immediate threat to public health and safety. Historic Preservation In certain instances,debris operations may occur in designated areas(for example,DMS locations or private property)that are subject to historical preservation rules and regulations. Household Hazardous Waste(HHW) The Resource Conservation and Recovery Act(RCRA)defines hazardous waste as materials that are ignitable,reactive,toxic,corrosive,or meet other listed criteria. Examples of eligible HHW include items such as paints,cleaners,pesticides,etc.The eligibility criteria for HHW are as follows: i. HHW must be located within a designated area and be removed from an eligible applicant's improved property or ROW. ii. HHW removal must be the legal responsibility of the applicant. iii. HHW must be a result of a major disaster. The collection of commercial disaster-related hazardous waste is generally not eligible for reimbursement. Commercial hazardous waste will only be collected by the vendor with written authorization by the HCDE/CP and/or CP member. Hazardous waste must be disposed of in accordance with all rules and regulations of Local,State,and Federal regulatory agencies. Monitor Person that observes day-to-day operations of debris removal crews to ensure they are performing eligible work,meeting the HCDE/CP and/or CP members'expectations and contractual requirements,and complying with all applicable Federal,State,and Local regulations.May also be referred to as a field inspector. Personal Protective Equipment(PPE) Equipment worn to minimize exposure to a variety of hazards. Recycling The recovery or use of wastes as a raw material for making products of the same or different nature as the original product. Refrigerant Ozone-depleting compound that must be removed from white goods or other refrigerant-containing items prior to recycling or disposal. Right-of-Entry(ROE) As used by FEMA,the document by which a property owner confers to the HCDE/CP and/or CP member or its vendor or the United States Army Corps of Engineers the right to enter onto private property for a specific purpose without committing trespass. Right-of-Way(ROW) The portions of land over which facilities such as highways,railroads,or power lines are built.It includes land on both sides of the facility up to the private property line. Scale/Weigh Station A scale used to weigh trucks as they enter and leave a landfill.The difference in weight determines the tonnage dumped and a tipping fee is charged accordingly.It also may be used to determine the quantity of debris picked up and hauled. Tipping Fee A fee charged by landfills or other waste management facilities based on the weight or volume of debris dumped.May also be referred to as a disposal fee. General eBid CSP(revised November 2018) Page 33 of 62 CSP#19/060MR Used Electronics End-of-life electronics(typically televisions,computers,and related components)that have been damaged by the disaster.May also be referred to as e-waste. Vegetative Debris Damaged and disturbed trees,tree limbs,bushes,shrubs,brush,untreated lumber,and wood products. Remains of standing trees that are clearly damaged beyond salvage. White Goods As outlined in FEMA Publication 327,eligible white goods are defined as discarded disaster-related household appliances such as refrigerators,freezers,air conditioners,heat pumps,ovens,ranges,washing machines,clothes dryers,and water heaters.White goods can contain ozone-depleting refrigerants,mercury, • or compressor oils that the federal Clean Air Act prohibits from being released into the atmosphere.The Clean Air Act specifies that only qualified technicians can extract refrigerants from white goods before they can be recycled.The eligibility criteria for white goods are as follows: i. White goods must be located within a designated area and be removed from an eligible applicant's improved property or ROW. ii. White goods removal must be the legal responsibility of the applicant. iii. White goods must be a result of a major disaster. General eBid CSP(revised November 2018) Page 34 of 62 GRAHAM COUNTY ALAND COMPANY Mr.Alberto Elefano, PE Public Works Director City of Port Arthur TX March 26,2021 SUBJECT:City of Port Arthur Debris Removal Quote Graham County Land Company is pleased to offer the following Proposal for the above referenced project. Description (Scope of Work) Unit of Unit Price Measure Load and Haul Debris to City of Cubic Yard $13.00 Port Arthur Landfill Please note the below clarifications; 1. Price above is a rate for loading and hauling city designated debris from the city ROW to the city landfill. 2. Price above is for loading and hauling that is accessible by land. 3. If Payment bonds are requested add 2%to the estimated contract value. 4. Work will be directed by City of Port Arthur designated representative. 5. City of Port Arthur will provide dump site and be responsible for all tipping fees and/or permits. 6. Additional Pricing if needed: a. Disposal Site management-$2.50 per Cubic Yard b. Vegetative Debris Reduction Via Air Curtain-$2.00 per Cubic Yard c. Vegetative Debris Reduction Via Open Burning-$1.50 per Cubic Yard d. Vegetative Debris Reduction Via Grinding—$2.85 Per Cubic Yard 7. Invoices will be submitted Daily being paid within 10 days of receipt with no retainage withheld. 8. Proposal has been prepared with Graham County Land Company providing all necessary insurance to cover our portion of the work. If accepted, this Proposal will form a part of any contract that may result from this Proposal and, as part of the contract documents. Respectfully, John Pressley VP/Partner Cell-828.735.1094 JohnPGCLNC.com 750 Tallulah Rd, Robbinsville NC 28771 Phone: (828)479-3581, Fax: (828)479-0339 www.GCLNC.com GRAHAM COUNTY INVOICE GRAHAM COMPANY 750 TALLULAH RD INVOICE NO.: 602101701 ROBBINSVILLE, NC 28771 DATE: April 3,2021 PHONE(828)479-3581 BILLED DATE: 3/30/21-4/1/21 FAX(828)479-0124 City of Port Arthur,TX PURHCASE ORDER#: 444 4th Street Port Arthur,TC 77640 DESCRIPTION UNITS QTY UNIT PRICE TOTAL Load and Haul Debris to City of Port Arthur Landfill CY 564.00 $ 13.00 $ 7,332.00 TOTAL DUE $ 7,332.00 Remittance Address If sending by regular mail: If sending overnight: PO Box 7064 Lockbox Services - 660771 San Francisco, CA 94120 2975 Regent Blvd Irving, TX 75063 Ticket Number Date CY 335286 3/30/2021 31 335308 3/30/2021 31 335354 3/30/2021 31 335334 3/30/2021 31 335390 3/31/2021 31 335407 3/31/2021 31 335432 3/31/2021 31 335407 3/31/2021 31 335551 4/1/2021 31 335566 4/1/2021 31 335526 4/1/2021 31 335583 4/1/2021 31 335568 4/1/2021 47 335000 4/1/2021 47 335587 4/1/2021 49 335601 4/1/2021 49 564 --,,,..- . ---• -.0. --..,,--.1, ,..-'--''"--:,-:': ----:--''-' ..2,:::::1,:,,,,:,:-,:`.*It"; -i,::;:':A.-.:::::'it1:17:111:. -4.4,70: ,,..,-.....-0:-.0:: 4'- - - ': .1',•:-. 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Dr kilisids 09 arty bind GRAHAM COUNTY INVOICE rLAND COMPANY 750 TALLULAH RD INVOICE NO.: 602101702 ROBBINSVILLE, NC 28771 DATE: April 13,2021 PHONE (828)479-3581 BILLED DATE: 4/5/21-4/11/21 FAX(828)479-0124 City of Port Arthur,TX PURHCASE ORDER#: 444 4th Street Port Arthur,TC 77640 DESCRIPTION UNITS QTY UNIT PRICE TOTAL Load and Haul Debris to City of Port Arthur Landfill CY 2,898.00 $ 13.00 $ 37,674.00 $ $ - $ $ $ $ TOTAL DUE $ 37,674.00 Remittance Address If sending by regular mail: If sending overnight: PO Box 7064 Lockbox Services - 660771 San Francisco, CA 94120 2975 Regent Blvd Irving, TX 75063 Ticket Number Date CY 335688 4/5/2021 47 335687 4/5/2021 49 335718 4/5/2021 31 335709 4/5/2021 31 335730 4/5/2021 31 335644 4/5/2021 31 335645 4/5/2021 31 335660 4/5/2021 31 335678 4/5/2021 31 335682 4/5/2021 31 335689 4/5/2021 31 335837 4/6/2021 47 335809 4/6/2021 47 335808 4/6/2021 49 335745 4/6/2021 31 335761 4/6/2021 31 335768 4/6/2021 31 335781 4/6/2021 31 335791 4/6/2021 31 335844 4/6/2021 31 335826 4/6/2021 31 335796 4/6/2021 31 335828 4/6/2021 31 335810 4/6/2021 31 335806 4/6/2021 31 335884 4/7/2021 49 335929 4/7/2021 47 335885 4/7/2021 47 335880 4/7/2021 31 335866 4/7/2021 31 335863 4/7/2021 31 335848 4/7/2021 31 335849 4/7/2021 31 335968 4/7/2021 49 335928 4/7/2021 49 335854 4/7/2021 49 335853 4/7/2021 49 335969 4/7/2021 47 335855 4/7/2021 47 335888 4/7/2021 31 335950 4/7/2021 31 335923 4/7/2021 31 335904 4/7/2021 31 335916 4/7/2021 31 336070 4/8/2021 49 336045 4/8/2021 49 336021 4/8/2021 49 336028 4/8/2021 31 335988 4/8/2021 31 335997 4/8/2021 31 356128 4/9/2021 49 336082 4/9/2021 49 336143 4/9/2021 31 336133 4/9/2021 31 336108 4/9/2021 31 336169 4/10/2021 47 336158 4/10/2021 47 336168 4/10/2021 49 336300 4/12/2021 31 336295 4/12/2021 47 _ 336294 4/12/2021 49 336288 4/12/2021 31 336287 4/12/2021 31 336286 4/12/2021 31 336277 4/12/2021 31 336268 4/12/2021 31 336265 4/12/2021 31 336260 4/12/2021 31 336256 4/12/2021 31 336247 4/12/2021 49 336246 4/12/2021 47 336244 4/12/2021 31 336230 4/12/2021 31 336224 4/12/2021 31 336206 4/12/2021 31 336205 4/12/2021 47 336204 4/12/2021 49 336201 4/12/2021 31 TTLCY 2898 . \ z - 2\ I - d \ . / $ 2 .2 6:5 § I § I � ' I § I .waw o 2 . -- $ •\ , , tii ° "\ �e� -,- CO g ie_I CO > �) ƒ 10, � \ . . d0 ; 1 \ « 0- I / N 0 ;0; 2 - a C z w - 12 U 0 \ N •} w 0 0 r-- j q e � 0 t < Q Csi \0- cc $ % i R 0 2 C) ' � co ® n / ? n « :w a. :tc, l1.1/� , k 0 | q 1 / � I S 2 a . ƒ w E.D. 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O y J 4ZOZ£0 8£:£L 8£:6 4Z/01- 4Z/04/t70 4$'9LL Xl'Jnyud uod ado 1101: 310IH3A _WO 3WI11 NI SINI1 1 .no 31V0 NI 31VO 6801.x0E1 Od epueloA £b I J 6949££ ZO IIIPuel myPV hod}a A110 ..13NO1131V011dnC.. 1j31SVNJH$I3M _ 011.19 I :3N011 311S "DUPLICATE TICKET" E' TICKET GRID WEIGHMASTER City of Port Arthur Landfill 02 336158 43 Yolanda PO Box 1089 I Port Arthur,TX 77641 DATE IN DATE OU- I TIME IN TIME OUT VEHICLE ROLL OFF �04/10/21 04/10/21 09:37 09:37 I 032021 Graham Company REFERENCE,:•. ORIGIN ATP002 I CITY OF PORT ARTHUR ( K OTY. I UNIT DESCRIPTION RATE EXTENSION FEE TOTAL 47.00 CU YDMixed Trash 6.50 0.00 0.00 0.00 I i I 1 f I The hauler certi ces that this t-dad does not contain any NET AMOUNT Hazardous Waste,Class I Non-Hazardous Waste, Untreated 0.00 Medical Waste,or liquids of any kind. TENDERED CHANGE CHECK NO. WW6T1 TO REORDER CONTACT CAROLINA SOFTWARE(910)799-6767 SIGNATURE "DUPLICATE TICKET`" SITE TICKET GRID WEIGHMASTER ' City of Port Arthur Landfill 02 336168 43 Yolanda PO Box 1089 Port Arthur,TX 77641 DATE IN I DATE OUT I TIME IN !TIME OUT VEHICLE ROLL OFF i 04/10/21 04/10/21 13:38 3:38 032021 Graham Company I I , . . f;E'FERENC `- _ ., ... ORIGIN. . • . .... ATP001 CITY OF PORT ARTHUR I QTY. UNIT _I DESCRIPTION RATE EXTENSION I FEE I TOTAL 49.00 CU YDMixed Trash 6.50 0.00 I 0.00 1 0.00 I i I I I i Tl 11'auler certifies that this load does not contain any NET TArlouNT Hazardous Waste,Class I Non-Hazardous Waste, Untreated 0.00 Medical Waste,or liquids of any kind. ' TENDERED MANGE • I I CHECK NO. J WW6TI TO REORDER CONTACT CAROLINA SOFTWARE(010)799-6767 SIGNATURE , -• I ;i. Z o diO J �, W tr ¢ Q �O :4s; ,_ O :o LU j x ' oo o . cn z �1 2 cr _ f cf.', • y' i I. W -• J Z. I f W I (a v L7 1 W (6 ! 0 Q W O W —O — — • O LL 7_ Ll • O 0 i- to Z 0. _ L. 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