HomeMy WebLinkAboutPR 23109: 1ST RENEWAL OF THE MATERIALS HAULING CONTRACT FOR THE LANDFILL ort rth r
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: April 13, 2023
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Flozelle C. Roberts, EIT, MEng, MBA, Director of Public Work
RE: PR No. 23109: Authorizing the First Renewal of the Materials Ha ing Contract for the
Landfill
Introduction:
This Agenda Item seeks the City Council's authorization for the City Manager to enter into a contract with
Triangle Dirt Works,Select Materials,PC Trucking,and Lake City Trucking with a projected budgetary impact
of$900,000.00.
Background:
The Landfill is required by permit from the Texas Commission on Environmental Quality(TCEQ)to provide
daily cover, which must be hauled onto the site. On June 21, 2022, City Council approved and awarded the
contract for the hauling of materials to Triangle Dirt Works of Hamshire, Texas, Select Materials of Port
Arthur, Texas, PC Trucking of Pearland, Texas, and Lake City Trucking of Lake Charles, Louisiana, for a one
year term with the option to renew the contract for two additional one-year periods through Resolution 22-267.
The contract period is nearing completion, and staff would like to renew the current contract for one additional
year.
Budget Impact:
Funding is available in the Landfill's Professional Services Account, 403-50-320-5420-00-00-000.
Recommendation:
It is recommended that the City of Port Arthur's City Council approves PR Number 23109 renewing the
materials hauling contracts with Triangle Dirt Works of Hamshire, Texas, Select Materials of Port Arthur,
Texas, PC Trucking of Pearland, Texas, and Lake City Trucking of Lake Charles, Louisiana, with a projected
budgetary impact of$900,000.00.
"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:\Engineering\PUBLIC WORKS\PW-RESOLUTIONS\PR23109_Hauling of Materials for the Landfill\Hauiing Memo.docx
PR No.23109
04/13/2023 FCR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST
RENEWAL) OF THE CONTRACT BETWEEN THE CITY OF PORT
ARTHUR AND TRIANGLE DIRT WORKS, SELECT MATERIALS, PC
TRUCKING, AND LAKE CITY TRUCKING FOR MATERIALS
HAULING AT THE LANDFILL WITH A PROJECTED BUDGETARY
IMPACT OF $900,000.00. FUNDING IS AVAILABLE IN THE
LANDFILL'S PROFESSIONAL SERVICES ACCOUNT, 403-50-320-5420-
00-00-000.
WHEREAS, the City entered into an agreement with Triangle Dirt Works of Hamshire,
Texas; Select Materials of Port Arthur, Texas; PC Trucking of Pearland, Texas; and Lake City
Trucking of Lake Charles,Louisiana,per Resolution 22-267 for the annual hauling of materials at
the Landfill with the option to renew for two (2) additional one-year periods; and,
WHEREAS, City wishes to exercise the option to renew for an additional one (1) year
period for a budgetary impact of$900,000.00; and,
WHEREAS,upon approval,the contract will have one(1) additional option for renewal.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT,the facts and opinions in the preamble are true and correct; and,
THAT, the City Council of the City of Port Arthur hereby authorizes and directs the City
Manager to execute on behalf of the City the first renewal of the contract for the hauling of
materials with Triangle Dirt Works of Hamshire, Texas, (Exhibit A) Select Materials of Port
Arthur, Texas, (Exhibit B) PC Trucking of Pearland, Texas, (Exhibit C) and Lake City Trucking
of Lake Charles, Louisiana(Exhibit D); and,
PR No.23109
04/13/2023 FCR
Page 2 of 3
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED this the day of , A.D.
2023 at a meeting of the City of Port Arthur, Texas, by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Thurman Bill Bartie
Mayor
Attest:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
Val cia Tize , Esq. Ronald Burton
City Attorney City Manager
PR No.23109
04/13/2023 FCR
Page 3 of 3
APPROVED AS FOR AVAILABILITY OF FUNDS:
/ so
\CA/\_6_\ 9 L
Kandy Daniel zelle Roberts, ' , MEng, MBA
Director of Finance Direct r _ Public • s
Cl' on Williams,C Br3u-kk (1\f 11 " 0
Purchasing Manager
PR No.23109
EXHIBIT A
PR No.23109
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT,made this day of , 2023,
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 Triangle Dirt Works
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. Pursuant to Resolution Number 22-267, the City entered into a one (1) year contract
with the option to renew for two additional one-year periods. The parties hereby
agree to exercise said option for the second year (first renewal). The term of this
Contract shall be one(1)year from the start date on the Notice to Proceed. The
City can terminate this contract at its convenience, which includes, but is not limited
to, funding not being available in any budget cycle with thirty (30) days' written
notice.
2. The Contractor will perform work as stated in the Contract Documents.
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 supply the materials described in the specifications
and contract documents at the unit prices shown below, and will be the contracted
vendor for the following items as indicated.
Primary Contractor
ITEM NO. UOM DESCRIPTION UNIT
COST
1. CY Fillsand $8.50
5. TON Limestone $9.00
6. TON HMAC type material $10.50
7. TON Cement-stabilized sand $9.00
8. TON Concrete debris $12.00
A- 1
PR No. 23109
Secondary Contractor
ITEM NO. UOM DESCRIPTION UNIT
COST
2. CY 60/40 $8.50
3. CY Clay $6.25
4. CY Top Soil $8.50
5. This is not an exclusive contract, and the City reserves the right to purchase those
materials from any of the vendors awarded this contract based firstly, on price and
secondly, on availability, according to the needs of the City.
6. The term "Contract Documents" means and includes the following:
a) Agreement
b) General Information *
c) Specifications *
d) Bid *
c) Bid Bond *
f) Notice to Proceed *
* These items were attached to the original contract. The agreement is only included
for this renewal.
7. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
8. 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 2023
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
A- 2
PR No.23109
Signed on the day of 2023
ATTEST CONTRACTOR
BY
CITY SECRETARY Triangle Dirt Works
Hamshire, Texas
Print Name:
Title:
A- 3
PR No. 23109
EXHIBIT B
NP
PR No.23109
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT,made this day of , 2023,
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 Select Materials
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. Pursuant to Resolution Number 22-267, the City entered into a one (1) year contract
with the option to renew for two additional one-year periods. The parties hereby
agree to exercise said option for the second year (first renewal). The term of this
Contract shall be one(1)year from the start date on the Notice to Proceed. The
City can terminate this contract at its convenience, which includes, but is not limited
to, funding not being available in any budget cycle with thirty (30) days' written
notice.
2. The Contractor will perform work as stated in the Contract Documents.
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 supply the materials described in the specifications
and contract documents at the unit prices shown below, and will be the contracted
vendor for the following items as indicated.
Primary Contractor
ITEM NO. UOM DESCRIPTION UNIT
COST
2. CY 60/40 $8.00
4. CY Top Soil $8.00
Secondary Contractor
ITEM NO. UOM DESCRIPTION UNIT
COST
1. CY Fillsand $12.00
5. TN Limestone $14.00
A- 1
PR No.23109
5. This is not an exclusive contract, and the City reserves the right to purchase those
materials from any of the vendors awarded this contract based firstly, on price and
secondly, on availability, according to the needs of the City.
6. The term "Contract Documents" means and includes the following:
a) Agreement
c) Specifications *
d) Bid *
c) Bid Bond *
f) Notice+o Proceed *
* These items were attached to the original contract. The agreement is only included
for this renewal.
7. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
8. 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 2023
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2023
ATTEST CONTRACTOR
BY
CITY SECRETARY Select Materials
Port Arthur, Texas
Print Name:
Title:
A-2
PR No.23109
EXHIBIT C
PR No. 23109
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT,made this day of , 2023,
by and between the City of Port Arthur, a municipal corporation organized under the laws
of the State of Texas, hereinafter called "OWNER" or "CITY" and PC Trucking
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. Pursuant to Resolution Number 22-267, the City entered into a one (1) year contract
with the option to renew for two additional one-year periods. The parties hereby
agree to exercise said option for the second year (first renewal). The term of this
Contract shall be one(1)year from the start date on the Notice to Proceed. The
City can terminate this contract at its convenience, which includes, but is not limited
to, funding not being available in any budget cycle with thirty (30) days' written
notice.
2. The Contractor will perform work as stated in the Contract Documents.
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 supply the materials described in the specifications
and contract documents at the unit prices shown below, and will be the contracted
vendor for the following items as indicated.
Primary Contractor
ITEM NO. UOM DESCRIPTION UNIT
COST
3. CY Clay $6.25
5. This is not an exclusive contract, and the City reserves the right to purchase those
materials from any of the vendors awarded this contract based firstly, on price and
secondly, on availability, according to the needs of the City.
A- 1
PR No. 23109
6. The term "Contract Documents" means and includes the following:
a) Agreement
b) General I f rmatie *
c) Specifications *
d) Bid *
c) Bid Bond *
f) Notice to Proceed *
* These items were attached to the original contract. The agreement is only included
for this renewal.
7. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
8. 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 2023
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2023
ATTEST CONTRACTOR
BY
CITY SECRETARY PC Trucking
Pearland, Texas
Print Name:
Title:
A- 2
PR No.23109
EXHIBIT D
PR No. 23109
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT,made this day of , 2023,
by and between the City of Port Arthur, a municipal corporation organized under the laws
of the State of Texas,hereinafter called "OWNER" or "CITY" and Lake City Trucking
hereinafter called "CONTRACTOR."
WITNESSETH: That for and in consideration of the payment terms, conditions
and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. Pursuant to Resolution Number 22-267, the City entered into a one (1) year contract
with the option to renew for two additional one-year periods. The parties hereby
agree to exercise said option for the second year (first renewal). The term of this
Contract shall be one(1)year from the start date on the Notice to Proceed. The
City can terminate this contract at its convenience, which includes, but is not limited
to, funding not being available in any budget cycle with thirty (30) days' written
notice.
2. The Contractor will perform work as stated in the Contract Documents.
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 supply the materials described in the specifications
and contract documents at the unit prices shown below, and will be the contracted
vendor for the following items as indicated.
Secondary Contractor
ITEM NO. UOM DESCRIPTION UNIT
COST
6. TON HMAC type material $10.50
7. TON Cement-stabilized sand $9.00
8. TON Concrete debris $12.00
5. This is not an exclusive contract, and the City reserves the right to purchase those
materials from any of the vendors awarded this contract based firstly, on price and
secondly, on availability, according to the needs of the City.
A- 1
PR No.23109
6. The term "Contract Documents" means and includes the following:
a) Agreement
b) Ge„e„„l Ino rmation *
c) Specifications *
d) Bid *
c) Bid Bond *
f) Notice to Proceed *
* These items were attached to the original contract. The agreement is only included
for this renewal.
7. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns.
8. 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 2023
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2023
ATTEST CONTRACTOR
BY
CITY SECRETARY Lake City Trucking
Lake Charles, Louisiana
Print Name:
Title:
A- 2