The URL can be used to link to this page

Home My WebLink AboutPR 22035: CITY MANAGER TO EXECUTE AN AGREEMENT WITH THE CONSTRUCTION MANAGERS OF SOUTHEAST TEXAS City of Port Arthur Transit Department Memorandum To: Ronald Burton, City Manager From: Ivan Mitchell, Transit Director Date: July 12, 2021 Re: P.R. 22035 —Authorization for the City Manager to execute an agreement with the Construction Managers of Southeast Texas (CMOST)to replace the interior light fixtures at equipment services two (2)maintenance shops located at HO Mills in the amount not to exceed$35,271.00 Nature of Request: Proposed Resolution No. 22035 requests authorization for the City Manager to execute an agreement with the Construction Managers of Southeast Texas (CMOST) to replace interior light fixtures at equipment services two(2)maintenance shops located at HO Mills. Background: The City's vehicle and equipment maintenance facility located at HO Mills has two (2) shops for maintaining service vehicles and various equipment. Currently, the shop lacks sufficient lighting for the staff to effectively complete their jobs. In order provide the necessary lighting staff leaves the garage doors open year-around which often makes the shop extremely cold or hot depending on the season. In order to remedy this deficiency, I met with the CMOST to conduct a site review and develop a scope of work that would resolve this problem. CMOST submitted a proposal that included 2 light fixtures at the small shops oil changing pit, removal of existing light fixtures and installation of 17 new LED 18,000 lumen shop lights at the small shop, removal of existing light fixtures and installation of 58 new LED 18,000 lumen shop lights at the big shop, and retrofitting the 7 lights at the fenced in storage area with LED retro strips in the big shop. After discussing with staff, we are confident this will resolve the lighting issues discussed above. Recommendation: It is recommended that the City Council approve proposed P.R. 22035, authorizing the City Manager to execute an agreement with CMOST to replace interior light fixtures at equipment services two (2) maintenance shops located at HO Mills in the amount not to exceed $35,271.00. Budgetary/Fiscal Effect: The funds for this project are in account 307-21-049-8512-00-10-000. P.R. No. 22035 7/12/2021 IM RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH THE CONSTRUCTION MANAGERS OF SOUTHEAST TEXAS OF PORT ARTHUR, TEXAS THROUGH REGION VIII EDUCATIONAL SERVICE CENTER — INTERLOCAL PURCHASE SYSTEM (TIPS) TO REPLACE INTERIOR LIGHT FIXTURES AT EQUIPMENT SERVICES TWO (2) MAINTENANCE SHOPS LOCATED AT HO MILLS, IN AN AMOUNT NOT TO EXCEED S35,271.00; FUNDS AVAILABLE IN ACCOUNT 307-21-049-8512-00-10-000. WHEREAS, Proposed Resolution No. 22035, request authorization for the City Manager to execute an agreement with the Construction Managers of Southeast Texas (CMOST) to replace interior light fixtures at equipment services two (2) maintenance shops located at HO Mills in the amount not to exceed $35,271.00; and. WHEREAS, as a result of insufficient interior lighting at equipment services two (2) maintenance shops mechanics are required to utilize plug-in floor lights and/or leave the garage doors open to obtain adequate lighting to work on vehicles; and, WHEREAS, equipment services conducted a walk-through with CMOST to determine the problems extent and the lighting needed for the scope of work; and, WHEREAS, pursuant to chapter 271, Subchapter D. of the Local Government Code, a city may participate in cooperative purchasing programs established by the State Facilities Commission for the purchase of goods at prices established through purchase contract of the Commission for the purpose of the Commission; and, WHEREAS, per Resolution No. 12-008, the City entered into an Interlocal agreement for the cooperative purchasing with Region VIII Education Service Center for participation in the Interlocal Purchasing System (TIPS); and, WHEREAS, CMOST submitted a quote from the purchasing cooperative Interlocal Purchasing System (TIPS) based on the agreed scope of work, a copy of the scope of work is attached hereto as Exhibit"A". NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized to execute an agreement with the Construction Managers of Southeast Texas (CMOST) of Port Arthur, Texas. to replace interior light fixtures at equipment services two (2) maintenance shops located at 1I0 Mills, in an amount not to exceed $35,271.00, in substantially the same form as attached hereto as Exhibit "B". P.R. No. 22035 7/12/2021 IM THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this day of A.D. 2021 at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Thurman"Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Val Tizeno, City ttorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: 001-13-037-5312-00-70-000 Ronald Burton Kandy Dani 1 City Manager Interim Director of Finance ej 1,1 ( n l�V Clifton ' illiams, CPPB Ivan Mitchell Purchasing Manger Transit Director P.R. No. 22035 7/12/2021 IM Exhibit "A" C/1. ' Construction Manac�2rs of Southeast texas; LLC 225 HIGHWAY 365—PORT ARTHUR,TEXAS 77640—PHONE (409)736—9010— FAX (409) 7369020 July 12, 2021 TIPS Reference#: 200201 H.O Mills Fleet Shops 103 H 0 Mills Blvd. Port Arthur, Texas Ivan: Please find below the cost associated with the replacement of the light fixtures at the two shops that we walked. Included in this proposal is the installation of 2 light fixtures at oil changing pit at the small shop, removal of existing light fixtures and installation of 17 new LED 18,000 lumen shop lights at the small shop, removal of existing light fixtures and installation of 58 new LED 18,000 lumen shop lights at the big shop, retrofitting the 7 lights at the fenced in storage area with LED retro strips in the big shop. Scissor lift,restroom facilities, and dumpsters for demolished light fixtures will be provided by the owner. Any bulbs that are hazardous will be removed from the site. Manufacturer's warranty on light fixtures is 5 years. Labor warranty is 1 year. Cost for scope identified above: S35,271.00 Labor/Material Breakdown: Labor: $14,912.49 Material: $20,358.51 If you have any questions,please feel free to give me a call. Sincerely, Construction Managers of Southeast Texas, LLC 2 __,.. . .- ...d/d...____ Jose Cardenas Project Manager CC:Bruce Reyes—CMOST P.R. No. 22035 7/12/2021 IM Exhibit "B" CONTRACT FOR REPLACING THE INTERIOR LIGHT FIXTURES AT EQUIPMENT SERVICES TWO MAINTENANCE SHOPS LOCATED AT HO MILLS THIS AGREEMENT, made this day of 2021, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY" and the Construction Managers of Southeast Texas (CMOST)herein acting by and through , hereinafter called "CONTRACTOR"WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be 60 calendar days from start date on Notice to Proceed. The City can terminate this contract at its convenience which includes, but is not limited to, finding not being available in any budget cycle within fifteen(15) days written notice. 2. The CONTRACTOR agrees to perform all the work stated in the scope of service including compensation, schedule,the terms and conditions to replacing the interior light fixtures at equipment services two maintenance shops located at HO Mills. 3. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies,tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor in the Specifications. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the sum of$35,271.00. 5. Changes (a) The Contracting Officer may at any time, and without notice to the sureties, if any, by a written order, make changes within the general scope of this contract in any one or more of the following: (is) drawings, designs, or specifications; (ii) extending term of contract; and (iii) equitable adjustment in price/time of performance. If any such change causes an increase or decrease in the Contractor's cost of, or the time required for, the performance of any part of the work under this contract, whether changed or not changed by the order, an equitable adjustment shall be made in the contract price or delivery schedule, or both, and the contract shall be modified in writing accordingly. (b) Any notice of intent to assert a claim for adjustment under this clause must be asserted by the Contractor within 30 days from the date of receipt of the A-1 Contracting Officer's written order; provided, however, that later notice shall not bar the Contractor's claim if the Contractor can demonstrate that PAT was not prejudiced by the delay in notification. In no event shall any claim be asserted after final payment. 6. The term"Contract Documents"means and includes the following: 1. Agreement 2. Advertisement to Bid 3. Addenda 4. General Information 5. Specifications 6. Bid 7. Bid Bond 8. Notice of Award 9. Notice To Proceed 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 8. The CONTRACTOR specifically warrants to the Owner that Materials furnished under the Contract will be of good quality and new unless otherwise required or permitted by the Contract Documents,that the Work will be free from defects not inherent in the quality required or permitted, and that the Work will conform with the requirement of the Contract Documents. Work not conforming to these requirements, including substitutions not properly approved and authorized, may be considered Defective. The Contractor's warranty excludes remedy for damage or defect caused by abuse, modifications not executed by the Contractor, improper or insufficient maintenance, improper operation, or normal wear and tear under normal usage. If required by the Owner,the Contractor shall furnish satisfactory evidence as to the kind and quality of Materials. The Contractor will provide a 5-year light fixture warranty and a 1-year labor warranty from the date the Work is complete as described in the scope of work. 9. IN WITNESS WHEREOF,the parties hereto have executed,or caused to be executed by their duly authorized officials,this Agreement in(2 copies)each of which shall be deemed an original on the date first above written. Signed on the day of 2021. ATTEST CITY OF PORT ARTHUR BY CITY SECRETARY Ron Burton, City Manager A-2 Signed on the day of 2021. ATTEST CONTRACTOR Construction Managers of Southeast Texas BY CITY SECRETARY Print Name: Title: A-3