HomeMy WebLinkAboutPR 22356: SECURITY GUARD SERVICES AT CITY HALL & ANNEX City of
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: January 24,2022
To: The Honorable Mayor and City Council
Through: Ron Burton,City Manager
From: Clifton Williams,Purchasing Manager
RE: PR#22356: Security Guard Services at City Hall&Annex
Introduction:
The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to enter into a contract
with Patriot Security of Nederland,TX.in the projected estimated amount of 90,000.
Background:
Due to the health concerns with Covid 19,the City restricted public access to all City buildings. Once it was decided to
open City Hall back to the public a plan was put in place to receive our citizens while maintaining the precautions to keep
our employees and citizens safe. The security guards help to maintain that plan in City Hall and the Annex. City will
have two security guards. One will be in City Hall lobby and the other will be in the Annex lobby.
The Purchasing Department advertised for bidders. Purchasing received five proposals and Patriot Security was the
highest ranked proposal by the committee.
Budget Impact:
Department facilities maintenance accounts 001-21-059-5470-00-70-000. Estimated$59,500 for FY 2022 and$30,500
in FY 2023
Recommendation:
It is recommended that the City of Port Arthur's City Council approve PR#221356 authorizing the City Manager to
execute a contract with Patriot Security of Nederland,TX. in the projected estimated amount of 90,000.
"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
S:\Purchasing\Resolutions\2022 Resolution\Security Guard Services City Hall Memo.docx
P.R. No.22356
01/24/2022 CEWJ
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A ONE YEAR CONTRACT WITH PATRIOT SECURITY EOC OF
NEDERLAND, TEXAS FOR SECURITY GUARD SERVICES FOR CITY
HALL AND CITY HALL ANNEX IN THE PROJECTED BUDGETARY
IMPACT AMOUNT OF $90,000.00, FUNDS AVAILABLE IN ACCOUNT
NO. 001-21-059-5470-00-70-00
WHEREAS, security guards services are needed at City Hall and City Hall Annex for
the purpose of securing, monitoring, and safeguarding facilities and equipment; and,
WHEREAS, the Port Arthur Purchasing Division issued an Invitation to Bid for the
submissions of proposals to provide security guard services for the City Hall and City Hall
Annex Building lobbies; and,
WHEREAS, five (5) proposals were received with Patriot Security EOC of Nederland,
Texas ranking the highest as delineated in the evaluation totals attached hereto as Exhibit "A";
and,
WHEREAS, the cost for each Patriot Security Guard is $19.49 per hour with an overtime
rate of$29.24 per hour; and,
WHEREAS, the Port Arthur Purchasing Division recommends awarding a one-year,
with an option to renew for two (2) additional one-year periods, for services of two (2) security
guards for City Hall and City Hall Annex, with a projected budgetary impact amount of
$90,000.00.
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 Council hereby authorized the City Manager to enter into a one-year
contract, in substantially the same form attached hereto as Exhibit "B", with Patriot Security
EOC of Nederland, Texas to provide two (2) security guard for the City Hall and City Hall
Annex Building lobbies,with a projected budgetary impact amount of$90,000.00.
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. 2022
at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES:
P.R. No. 22356
01/24/2022 CEWJ
Mayor:
Councilmembers:
NOES:
Thurman "Bill" Bartie, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Val Tize o, City Y Attorne
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
Ronald Burton Kandy Daniel
City Manager Interim Director of Finance
I I) ( 1J14L
Clifton Williams, CPPB Flozelle Roberts
Purchasing Manger Public Works Director
P.R.No. 22356
01/24/2022 CEWJ
Exhibit "A"
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P.R.No. 22356
01/24/2022 CEWJ
Exhibit "B"
CONTRACT FOR SECURITY GUARD SERVICES FOR
CITY HALL & CITY HALL ANNEX
THIS AGREEMENT, made this day of , 2022,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 Patriot Security EOC, a(n)
herein acting by and through
Individual,firm,partnership or corporation
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 Agreement shall be for one year from the date stated on the Notice
to Proceed, with an option to renew for two (2) additional one (1) year periods,
unless sooner terminated under the provision hereof. The City can terminate this
contract at its convenience which includes, but is not limited to, funding not being
available in any budget cycle within fifteen(15) days written notice.
2. The Contractor will provide security guard services as delineated in the scope of
services.
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 unit prices
shown in the original bid attached hereto.
5. The term "Contract Documents" means and includes the following:
1) Agreement
2) Advertisement for Bids
3) Addendums
4) General Information
5) Specification
6) Bid
7) Notice of Award
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials,this Agreement in(2 copies) each of which
shall be deemed an original on the date first above written.
Signed on this the day of , 2022.
OWNER:
CITY OF PORT ARTHUR
By:
Ron Burton
City Manager
P.O. Box 1089
Port Arthur, TX 77641-1089
Signed and agreed on the day of , 2022.
CONTRACTOR:
PATRIOT SECURITY
By:
Print Name:
Print Title:
City o
-CITY OF PORT ARTHUR, TEXAS
art ADDENDUM NO. ONE (1)
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July 20, 2021
BID FOR: SECURITY GUARD SERVICES AT CITY HALL &ANNEX
The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of
the contract documents and change the original documents only in the manner and to the extent hereinafter
stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract documents and all
BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF
THEIR BID.
Addendum as follows
1. DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m., Central
Standard Time, Wednesday, August 4, 2021. (The clock located in the City Secretary's office will be
the official time.) All proposals received will be read aloud at 3:15p.m. on Wednesday, August 4,
2021. in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in
a manner to avoid public disclosure of contents; however, only the names of proposers will be read
aloud.
If you have any questions, please contact the Purchasing Division at 409-983-8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
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Cli Williams, CPPB
Purchasing Manager
Zol(
Sign P a e of Proposer / Date
I Am, tc 5 or►+r LrOC.
Company Vendor Name
city=.r -CITY OF PORT ARTHE.R,TEXAS
t , s? , ADDENDUM NO. TWO (2)
July 30,2021
BID FOR: SECURITY GUARD SERVICES.AT CITY HALL&ANNEX
The following clarifications, amendments,deletions; additions,revision and/or modifications are made a part of
the contract documents and change the original documents only in the manner and to the extent hereinafter
stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract documents and all
BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAD) PROVISIONS IN THE SUBMISSION OF
THEIR BID.
Addendum as follows
1. ATTACHED IS THE REVISED BID SHEET.
If you have.any questions,please contact the Purchasing Division at 409-983-8160..
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
C1�if(Wn Williams,CPPB
Purchasing Manager
Signa e of Proposer 7 Date
SccurI 7 62)
Company Vendor Name
ti
• THURMAN BARTIE,MAYOR RON BURTON
REV.DONALD FRANK,MAYOR PRO TEM City of _ CITY MANAGER
COUNCIL MEMBERS:
SHERRI BELLARD,TRMC
nr7 rlltur�
CAL JONES �--� CITY SECRETARY
INGRID HOLMES Texas
THOMAS KINLAW VAL TIZENO
KENNETH MARKS CITY ATTORNEY
CHARLOTTE MOSES
July 19, 2021
REQUEST FOR PROPOSAL
SECURITY GUARD SERVICES AT CITY HALL& ANNEX
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m.,Central
Standard Time,Wednesday,July 21,2021. (The clock located in the City Secretary's office will
be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, July
21, 2021 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be
opened in a manner to avoid public disclosure of contents; however, only the names of proposers
will be read aloud.
MARK ENVELOPE: P21-057
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies of
your RFP to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET, 4th Floor
PORT ARTHUR,TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Request for Proposal should be directed in writin, to:
City of Port Arthur, TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams,CPPB
P.O.Box 10891444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291
The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for
your convenience in submitting proposals for the enclosed referenced services for the City of Port
Arthur.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall
be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner
of the envelope.
ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE
OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP
submittal arrives at the above location by specified deadline regardless of delivery method chosen
by the firm. Faxed or electronically transmitted RFP submittals will not be accepted.
Clifton Williams, CPPB
Purchasing Manager
Page 2 of 23
CITY OF PORT ARTHUR, TEXAS
SPECIFICATIONS FOR SECURITY GUARD SERVICES
It is the intent of these specifications to describe services for armed Security. Successful bidder
shall be responsible for securing, monitoring, and safeguarding City Hall & Annex facilities and
equipment. It is neither the purpose nor the intent to alienate any prospective bidder within the
following descriptions:
Workdays and Hourly Schedule:
Weekdays
Monday - Friday: 8:00 a.m. to 5:00 p.m.
City Hall will be closed for the following holidays.
1. New Year's Day
2. Martin Luther King Day
3. Good Friday
4. Memorial Day
5. Independence Day
6. Labor Day
7. Veteran's Day
8. Thanksgiving Day
9. Day after Thanksgiving
10. Christmas (2 Days)
Guard Qualifications:
1. The Contractor shall assure that all Guards meet the following qualifications. Any Guard
found not meeting the following qualification requirements shall be replaced within 24 hours
upon the direction of authorized agency personnel.
2. Guard Supervisors shall have been employed by the Contractor for a minimum of six
months.
3. The Guard shall possess a high school/equivalency diploma or two years of full time
experience as a guard.
4. The Guard shall be at least 18 years of age.
5. The Guard must be capable of performing the following functions within the context of the
English language:
a. Reading and understanding all regulations, written orders, instructions, and material
necessary to satisfactorily perform the required security functions,
b. Effective written communication in order to compose and maintain, for example,
written reports and records that will convey complete information,
c. Must have Effective verbal communication to express ideas, and be understood.
d. Must be United States citizens or aliens properly registered with the U.S.
Immigration and Naturalization Service.
e. The Guard shall not have been convicted of a felony or other criminal offense which
in the Department's sole determination would inhibit the Guard's ability to perform
his/her duties in a reliable,competent and trustworthy manner in accordance with the
contract terms and conditions.
f. The Guard must always keep alert, observing everything in sight or hearing.
g. All guards must possess a valid Texas driver's license.
Page 4 of 23
h. Must be registered with the Texas State Board of Private Investigators and Security
Agency and have in their possession while on duty, an approved registration card.
i. Guards must possess ability to face situations firmly, fortuitously, tactfully and with
respect for the right of others.
j. Be able to perform the essential functions of the job to include but not limited to
walking, running, climbing, etc.
k. All injuries, no matter how slight,must be reported.
1. Security officers will not accept gratuities from anyone, for any purpose.
Uniform and appearance:
1. Guards must be armed.
2. The Contractor shall supply all uniforms at its own cost and expense. All uniforms shall be
matching and shall include, uniform trouser, belt, and uniform shirt with badge identifying
the contractor's company, a jacket-if worn- identifying same,black shoes,polished and in
good repair, and name tag.
3. The Contractor shall ensure that uniforms are maintained in a clean,well pressed and in good
repair.
4. The Contractor must assure that Guards adhere to the highest grooming standards hair shall
be neatly trimmed and worn away from face. Mustache and beard, if worn, shall be neatly
maintained.
Responsibilities:
1. One Guard will be located at the desk in City Hall Lobby. The other guard will be located at
a desk in City Hall Annex Lobby.
2. Guard in City Hall Annex Lobby will keep an orderly line for citizens paying bills.
3. During Covid pandemic, guard will only allow City personnel, USPS, items delivered for
City personnel,any authorize person by the City.When citizens arrive,the guard will contact
the appropriate person before allowing them to office.
4. Hours at the desk is Monday—Friday from 8:00 am to 5:00 pm. Guard must be at the desk
during these hours.
5. Guard may be responsible for staying at night for night council meetings which is once a
month. Special meets may be called in addition to that. A day council meeting is also once
a month.
6. The guard shall assure that timesheets and security log books are completed properly and in
a legible manner and deliver upon request within 48 hours to security supervisor.
7. The Guard will call appropriate law Enforcement officials immediately in the event of a
crisis situation.
8. The contractor will secure at his own expense all personnel required in performing the work
under this contract. Such personnel shall not be employees of or have any contractual
relationship with the City.
9. Guard must be present seamlessly from 8:00 am — 5:00 pm. The Overtime cost will be for
the extra hour.
Insurance:
1. Contractor must comply with the City's insurance requirements.
Terms of Contract:
1. This Contract will terminate approximately one (1) year from date of execution with the
option to renew for two (2) additional one(1)year periods.
Page 5 of 23
Compliance with Laws:
1. The contractor shall comply with applicable laws, ordinances,rules, orders, regulations and
codes of federal, state and local governments relating to performance of work here in at no
additional expenses to City during the terms of this contract.
2. The Contractor shall adhere to the rules of The General Qualifications for License,
Certificate of Registration, or Security Officer Commission and must be properly licensed
and registered to perform Security Services within the State of Texas.
Personnel:
1. The contractor will secure at his own expense all personnel required in performing the work
under this contract. Such personnel shall not be employees of or have any contractual
relationship with the City.
2. All personnel engaged in the work shall be physically and mentally qualified for type of
service to be provided,be of good character, and shall be authorized or permitted under state
and local law to perform such services.
3. None of the work covered by this Contract shall be subcontracted without the prior written
approval of the City
4. All personnel assigned will be dressed in identifiable company uniform with name tag.
Appearance of security officer should be neat and clean.
5. All personnel shall be armed
6. All work performed by employees of the contractor shall be performed with the utmost
regard for safety of the individuals performing work, city personnel, the public at large and
in a manner not posing any risks to persons or property.
Page 6 of 23
The City of Port Arthur requires comprehensive responses to every section within this RFP.
Conciseness and clarity of content are emphasized and encouraged. Vague and general
proposals will be considered non-responsive and will result in disqualification. To facilitate
the review of the responses, Firms shall follow the described proposal format. The intent of
the proposal format requirements is to expedite review and evaluation. It is not the intent to
constrain proposers with regard to content, but to assure that the specific requirements set
forth in this RFP are addressed in a uniform manner amenable to review and evaluation.
Failure to arrange the proposal as requested may result in the disqualification of the proposal.
It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages
of the proposal must be numbered and the proposal must contain an organized, paginated
table of contents corresponding to the sections and pages of the proposal.
EVALUATION CRITERIA:
The Proposer shall provide the following information:
ABILITY TO PROVIDE THIS SERVICE:
1. Proposer's experience in Security Service for City of Port Arthur,other governmental
entities, or other clients. Proposer should indicate the number of years of experience
the firm has in performing Security Service with businesses of comparable size to the City
of Port Arthur.
2. State experience of employees that will work at this location.
3. State hours in advance needed if security service is needed outside of the regular hours stated.
4. State any additional relevant information for evaluation.
REFERENCES:
Include three (3) business references for which similar services have been provided. Include the
following:
1. The period for which you have provided this service;
2. A brief description of the scope of work; and
3. Contact name, title, address, and telephone number.
The Proposer hereby authorizes and requests any person,firm,corporation and/or government entity
to furnish any information requested by the City in verification of the references provided and for
determining the quality and timeliness of providing the services.
PRICING:
Labor rates, parts mark-up, and materials mark-up competitive with service and repairs typical for
fire apparatus. See Appendix A
Page 7 of 23
SELECTION PROCESS:
All applications will be screened by an evaluation committee and those applicants selected for a
short list may be invited to attend an interview, at the applicant's own expense. The City shall not
incur any costs for applicant preparation and/or submittal of qualifications.
The City will evaluate all responses based on the qualifications, past performance and project
approach. The City reserves the right to negotiate the final fee prior to recommending any business
for a contract.
The City's process is as follows:
1. The evaluation committee shall screen and rate all of the responses that are submitted.
Evaluation ratings will be on a 100 point scale and shall be based on the following
criteria:
a. Experience ... 60 pts
b. References 15 pts
c. Pricing 25 pts
2. City staff shall recommend the most qualified business to the City Council and request
authority to enter into a contract.
3. When services and fees are agreed upon,the selected business shall be offered a contract
subject to City Council approval.
4. Should negotiations be unsuccessful,the City shall enter into negotiations with the next,
highest ranked business. The process shall continue until an agreement is reached with
a qualified business.
5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred
in the preparation and presentation of a response. All finalist(s)shall pay their own costs
incurred in preparing for, traveling to and attending interviews.
Page 8 of 23
GENERAL INFORMATION:
NOTE:It is extremely important that the Vendor,Bidder,and/or Contractor furnish the City
of Port Arthur the required information specified in Bid or Proposal Specifications listed in
this Bid Package.
All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING
EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE
THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list
shall indicate that the bidder has not taken exceptions and the City shall hold the bidder responsible
to perform in strict accordance with the specifications of the invitation. The City reserves the right
to accept any and all or none of the exception(s)/substitutions(s) deemed to be in the best interest of
the City of Port Arthur.
ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any
interlineations, alteration,or erasure made before opening time must be initialed by the signer of the
bid, guaranteeing authenticity.
BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance
with these specifications. The award shall be made to the responsive, responsible bidder who
submits the best value bid.
The City reserves the right to:
1. Reject any and all bids and to make no award if it deems such action to be in its best
interest.
2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the
City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept such bids
as it shall deem to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port Arthur and
whose bid is within 5% of the lowest bid price, as provided by Section 271.905 of the
Texas Government Code. Excluding Federal Funds
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and
Proposal" shall be equivalent.
Bidders are cautioned to read the information contained in this ITB carefully and to submit a
complete response to all requirements and questions as directed.
CONFLICT OF INTEREST: Provide a completed copy of the Conflict of Interest Questionnaire
(Form CIQ). The Texas legislature recently enacted House Bill 914 which added Chapter 176 to the
Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information
concerning persons doing business or seeking to do business with the City of Port Arthur,including
affiliations and business and financial relationships such persons may have with City of Port Arthur
officers. The form can be can be located at the Texas Ethics Commission website:
https://www.ethics.state.tx.us/filinginfo/conflict forms.htm
By doing business or seeking to do business with the City of Port Arthur including submitting a
response to this RFP, you acknowledge that you have been notified of the requirements of Chapter
Page 9 of 23
176 of the Texas Local Government Code and you are representing that you in compliance with
them.
Any information provided by the City of Port Arthur is for information purposes only. If you
have concerns about whether Chapter 176 of the Texas Local Government Code applies to
you or the manner in which you must comply, you should consult an attorney.
ETHICS: Public employees must discharge their duties impartially so as to assure fair,competitive
access to governmental procurement by responsible contractors. Moreover, they should conduct
themselves in such a manner as to foster public confidence in the integrity of the City of Port
Arthur's procurement organization.
Any employee that makes purchases for the City is an agent of the City and is required to follow the
City's Code of Ethics.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective
bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the
following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance or warranty
service required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public monies under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City, or has made satisfactory arrangements to pay the same. •
ADDENDA:Any interpretations,corrections or changes to the ITB and Specifications will be made
by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing
Manager. The City assumes no responsibility for the bidder's failure to obtain and/or properly
submit any addendum. Failure to acknowledge and submit any addendum may be cause for the bid
to be rejected. It is the vendor's responsibility to check for any addendums that might have been
issued before bid closing date and time.
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the
City of Port Arthur as its principal place of business must have an official business address (office
location and office personnel)in Port Arthur,the principal storage place or facility for the equipment
shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in
Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside
the City of Port Arthur are allowed to bid.
PRICES: The bidder should show in the proposal both the unit price and total amount, where
required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price
shall prevail.
Page 10 of 23
PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the
successful bidder. The purchase order number must appear on all itemized invoices.
INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Public Works,
P.O. Box 1089, Port Arthur, Texas 77641.
PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the
goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment
Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30
days from the date of the invoice.
SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and
Federal Excise Tax; therefore the proposal shall not include Sales Tax.
VENUE: This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Port Arthur, Texas, Jefferson County.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,ordinances,
rules, orders, regulations and codes of the federal, state and local governments relating to
performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no
other officer, employee or agent of the City who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial
interest,direct or indirect, in this Contract; and,the Contractor shall take appropriate steps to assure
compliance.
DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits
the City from granting any license, privilege or paying money to any-one owing delinquent taxes,
paving assessments or any money to the City until such debts are paid or until satisfactory
arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT
included as part of this ITB.
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically
understood and agreed that these quantities are approximate and any additional quantities will be
paid for at the quoted price. It is further understood that the contractor shall not have any claim
against the City of Port Arthur for quantities less than the estimated amount.
SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX
77640
INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause
required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract
shall be read and enforced as though each were included herein. If, through mistake or otherwise,
any such provision is not inserted or is not correctly inserted the Contract shall be amended to make
such insertion on application by either party.
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike
manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities
and means, except as herein otherwise expressly specified, necessary or proper to perform and
Page 11 of 23
complete all the work required by this Contract, in accordance with the provisions of this Contract
and said specifications.
The apparent silence of these specifications as to any detail or to the apparent omission from it of a
detailed description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail.
While the purpose of the specifications is to indicate minimum requirements in the way of
capability, performance, construction, and other details, its use is not intended to deprive the City
of Port Arthur the option of selecting goods which may be considered more suitable for the purpose
involved.
In the event of conflicts between the written bid proposal and information obtained verbally, the
vendor is specifically advised that the written bid proposal will prevail in the determination of the
successful bidder.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color,
or national origin, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal financial assistance.
TERMINATION FOR CAUSE: If,through any cause,the Contractor shall fail to fulfill in a timely
and proper manner his obligations under this contract, or if the Contractor shall violate any of the
covenants, agreements or stipulations of this contract, the City shall thereupon have the right to
terminate this contract by giving written notice to the Contractor of such termination and specifying
the effective date thereof, at least fifteen (15) days before the effective date of such termination.
Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages
sustained by the City by virtue of any breach of the contract by the Contractor, and the City may
withhold any payments to the Contractor for the purpose of set-off until such time as the exact
amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE:The City may terminate this contract at any time giving
at least thirty(30)days notice in writing to the Contractor. If the Contract is terminated by the City
as provided herein, the Contractor will be paid for the service that it has performed up to the
termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph
hereof relative to termination shall apply.
RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the
Contractor to furnish releases or receipts for any or all persons performing work and supplying
material or service to the Contractor, or any sub-contractors for work under this contract, if this is
deemed necessary to protect its interests.
CARE OF WORK: The Contractor shall be responsible for all damages to person or property that
occurs as a result of his fault or negligence in connection with the work performed until completion
and final acceptance by the City.
SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or
permit any sub-contractor to perform any work included in this Contract until he has received from
the City of Port Arthur written approval of such agreement.
Page 12 of 23
INSURANCE:All insurance must be written by an insurer licensed to conduct business in the State
of Texas,unless otherwise permitted by Owner. The Contractor shall,at his own expense,purchase,
maintain and keep in force insurance that will protect against injury and/or damages which may
arise out of or result from operations under this contract,whether the operations be by himself or by
any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for
whose acts any of them may be liable, of the following types and limits
1. Standard Worker's Compensation Insurance:
2. Commercial General Liability occurrence type insurance City of Port Arthur, its
officers, agents, and employees must be named as an additional insured):
a. Bodily injury $500,000 single limit per occurrence or$500,000 each
person/$500,000 per occurrence for contracts of$100,000 or less; or
Bodily injury$1,000,000 single limit per occurrence or$500,000 each
person/$1,000,000 per occurrence for contracts in excess of$100,000; and,
b. Property Damage$100,000 per occurrence regardless of contract amount; and,
c. Minimum aggregate policy year limit of$1,000,000 for contracts of
$100,000 or less; or, Minimum aggregate policy year limit of$2,000,000
for contracts in excess of$100,000.
3. Commercial Automobile Liability Insurance (Including owned, non-owned and
hired vehicles coverage's).
a. Minimum combined single limit of$500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided, minimum limits are $300,000 per person,
$500,000 per occurrence for bodily injury and$100,000 per occurrence for property
damage.
Contractor shall cause Contractor's insurance company or insurance agent to fill in all information
required (including names of insurance agency, contractor and insurance companies, and policy
numbers, effective dates and expiration dates)and to date and sign and do all other things necessary
to complete and make into valid certificates of insurance and pertaining to the above listed items,
and before commencing any of the work and within the time otherwise specified, Contractor shall
file completed certificates of insurance with the Owner.
None of the provisions in said certificate of insurance should be altered or modified in any respect
except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain
a provision that coverage afforded under the policies will not be altered,modified or canceled unless
at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor
shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form
from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed
CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur
not more than ten(10) days after execution of this Contract.
Page 13 of 23
NOTICE TO PROCEED: Notice to Proceed shall be issued within ten(10) days of the execution
of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued
within such period, the time may be extended by mutual agreement between OWNER and
CONTRACTOR.
CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager available
Monday through Friday from 8:00 a.m. to 5:00 p.m. so that the City will be able to contact the
contractor.
Page 14 of 23
APPENDICES
Please include Appendix A—D when submitting proposal documents.
Page 15 of 23
APPENDIX A
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: Security Guard Services for City Hall& Annex
BID DUE DATE: August 4, 2021
DESCRIPTION COST PER HOUR
ILL
1. Security Guard Services at City Hall
2. Security Guard Services at Annex $
3. Overtime Pay $ 2 L
I YZY KJed r
COMPANY NAME STREET ADDRESS
SIGN URE OF BIDDER P.O. BOX
17114 5h4Gktlgr''d ltiGc%rlA-wG/ 1--)( 7 7 CC Z
PRINT OR TYPE NAME CITY STATE ZIP
1O7 72 7 -- Y? W
TITLE AREA CODE TELEPHONE NO
,siocKcl F scc,x VO? 72 Z
EMAIL FAX NO.
Page 16 of 23
APPENDIX B
LETTER OF INTEREST
•
RFP—Security Guard Service at City Hall &Annex
Deadline: July 21, 2021
The undersigned firm submits the following information (this RFP submittal) in response to the
Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City)
for Security Guard Services at City Hall & Annex. Enclosed,and by this reference incorporated
herein and made a part of this RFP, are the following:
+ Bid Sheet
❖ Completed RFP Letter of Interest Form
❖ Completed Affidavit
❖ Completed Conflict of Interest Form
• Non Collusion Affidavit
❖ SB 252
+ House Bill 89
Firm understands that the City is not bound to select any firm for the final pre-qualified list and may
reject any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and
participating in this process will be borne solely by the firm, and that the required materials to be
submitted will become the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or
incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing
this letter of interest and making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of
Texas.
4-41107— cor't.i-T tOC° ,)Jt ZOZ
Firm Name Date
AuthorSignature / Title
Jo n S)-tgE/c' ( �' v-Cf `i'07—S y3 - 7 � - cF
Name(please print) Telephone
SL,stce'e(�'o� @fir er+vimSeevr+t cvC . CD�'t
Email
Page 17 of 2
APPENDIX C
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly
authorized officer of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
V I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further
agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they
become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as
they become due.
Firm Name Date
z VP
Authord Signature , Title
el-irt stiseke r! 110?-S'Y3- 7'17c5)
Name (please print) Telephone
)5holdde1;olt 0 frlorSec Jrrfy c-2.9 . , CD11-&
Email
STATE: %.F V
COUNTY: ,--sEFi'=E20
SUBSCRIBED AND SWORN to before me by the above named r)h iti �cI{I
'aLFL id i2
on this the .,( day of , 20_1 f . _
"1 `d," LYNETTE J.MILLER Notary Pi: *c ,J
'� i�:i,y My Notary ID;#126625767
'''~°F•• Expires August 28,2024
F tE 4"..
l L S AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 18 of 23
AFP D D
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by N.B.23,54th Leg.,Regular Session. OFFICE USE ONLY
This questionnaire is being hied in accordance with Chapter 176,Local Government Code,by a vendor who Date Rece'rad
has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the
vendor meats requirements under Section 176.0066(a).
Bylaw us.giestiorzire must be tiled with the records administrator of the local governmental entity not later
than the 7th business day after he date the vendor becomes aware of facts that require the statement tq be
Sad. See Section 176.006(a-1),Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 178.006.Local Government Code.An
offense under this section is a misdemeanor.
J Name of vendor who has a business relationship with local governmental entity.
J ❑ Check this box if you are filing an update to a previously filed questionnaire.(The law regtures that you file an updated
completed questionnaire with the-appropriate tiling authority not later than the 7th business day after the date on which
you became aware that the orlginaliy tiled questionnaire was Incomplete or inaccurate.)
3.1 Name of focal government officer about whom the information is being disclosed.
Name of Officer
Describe each employment or other business relationship with the local government officer,or a family member of the
officer,as described by Section 176.003(a)(2)(A).Also describe any family relationship with the local government officer.
Complete subparts Aand B for each employment or business relationship described.Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income.
other than in/estment income,from the vendor?
Yes No
S. Is the vendor receiving or likely to receive taxable income.other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
!-1 Yes i No
- Describe each employment or business relationship Cant the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director,or holds an
ownership interest of one percent or more.
F-1Check this box it the vendor has given the kcal government officer or afamily member of the officer one or mere gifts
as described in Section 176.003(a)(2)(8),excluding gifts descrgeed in Section 176.003(a•1).
Signature of vendor doing business with the governmental entity Date
Fcrm welded by Texas Ethics Commission www.ethics.state.tx.us Revised 1120:2015
ci£`e _9Ls' 23
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code may be found at http:/hvww.slafutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form.
Local Government Code§176.001(1-a):'Business relationship'means a connection between two or more parties
basad on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal;state,or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public;or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by,and reporting to,that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor
(A)has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income,other than investment income, that exceeds$2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or afamily member of the officer one or more gifts
that have an aggregate value of more than$10o in the 12-month period preceding the date the
officer becomes aware that:
(I) a contract between the local governmental entity and vendor has been executed;or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§176.006(a)and(a-1)
(a)A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section I 76.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity,or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any
gift described by Section 176.003(a-1);or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity;or
(o)submits to the local governmental entity an application,response to a request for proposals
or bids,correspondence, or another writing related to a potential contract with the local
governmental entity;or
.(2) the date the vendor becomes aware:
(A) of ae employment or other business relationship with a locai government officer,or a
family member of the officer,described by Subsection(a);
(B) that the vendor has given one or more gifts described by Subsection(a):or
(C) ota family relationship with a local government officer.
Form providad by Texas Ethics Commission www.ethics.state.tx.us Revised 1;/3i''2015
Page 20 of 23
APPENDIX E
NON—COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR §
STATE OF TEXAS §
By the signature below, the signatory for the bidder certifies that neither he nor the firm,
corporation, partnership or institution represented by the signatory or anyone acting for the
firm bidding this project has violated the antitrust laws of this State, codified at Section
15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor
communicated directly or indirectly the bid made to any competitor or any other person
engaged in the same line of business, nor has the signatory or anyone acting for the firm,
corporation or institution submitting a bid committed any other act of collusion related to
the development and submission of this bid proposal.
Signature:
Printed Name: j �h S4k4eke
Title: e-c ?res rGr�
Company: RiAI-fro-r- Se•ever caG
Date: -SO J U(L( 202 (
e4Gtit Gk L FGl ct
SUBSCRIBED and sworn to before me the undersigned authority by the v--1) of,
on behalf of said bidder.
cT��' ,6 .e A# ,ice
Notary Public i and for t
State of Texas
LYNETTE J.MILLER
Mycommission expires: A1�.o f"
My Notary ID#126625767 p
I
Expires August 28,2024
Page 21 ef 23
APPENDIX F
SB 252
CHAPTER 2252 CERTIFICATION
I, . oIi't �h�td4 i�✓G� , the undersigned an representative
of RI-IT/or-S e ui f ( Cv C_.
(Company or Business Name)
being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code,
Chapter 2252,Section 2252.152 and Section 2252.153,certify that the company named above is not
listed on the website of the Comptroller of the State of Texas concerning the listing of companies
that are identified under Section 806.051,Section 807.051 or Section 2253.153. I further certify that
should the above-named company enter into a contract that is on said listing of companies on the
website of the Comptroller of the State of Texas which do business with Iran,Sudan or any Foreign
Terrorist Organization,I will immediately notify the City of Port Arthur Purchasing Department.
.sA4Cl'ei-Cold
Name of Company Representative(Print)
Si afure of Company resentative
� P
Date
Page 22 of 23
APPENDIX G
House Brie 39 Verification
SAAeke(-CD4/ (Person name), the undersigned
representative (hereafter referred to as "Representative") of
R -to45i .SccurI-rr gv�
(company or business name, hereafter referred to
as "Business Entity"), being an adult over the age of eighteen (18)years of age, after being
duly sworn by the undersigned notary, do hereby depose and affirm the following:
1. That Representative is authorized to execute this verification on behalf of Business
Entity;
2. That Business Entity does not boycott Israel and will not boycott Israel during the
term of any contract that will be entered into between Business Entity and the City of Port
Arthur; and
3. That Representative understands that the term "boycott Israel" is defined by Texas
Government Code Section 2270.001 to mean refusing to deal with, terminating business
activities with, or otherwise taking any action that is intended to penalize, inflict economic
harm on, or limit commercial relations specifically with Israel, or with a person or entity
doing business in Israel or in an Israeli-controlled territory, but does not include an action
made for ordinary business purposes.
SIGNATURE OF REPRESENTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this
day of = , 20�,!Note•
Public
"Y LYNETTE J.MILLER
My Notary ID#126625767
;•of:•,+'' Expires August 28,2024 ge 23 of 23
- t