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HomeMy WebLinkAboutPR 23227: PROVIDING OF VARIOUS SOIL , 234 ort rtJrrrr ius www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: June 22, 2023 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Clifton Williams, Purchasing Manager RE: P.R. No. 23227—Providing of Various Soil Introduction: Authorizing a contract renewal with Triangle Dirt Works, Select Civil Services, LLC DBA Select Materials, and Mid-County Land Co., Ltd. to provide dirt materials to the Landfill and other locations. This service will be provided on an as needed basis. Background: This is an annual contract to provide dirt materials and transportation of materials for the Public Works Department and other City departments. Historically the City Landfill, Streets Division, and Parks Departments have been the major users of this service. City Council awarded this contract with Resolution 22-266. The purchase of the material will be based on the price first then availability when necessary. The contractor is not guaranteed any minimum amount of work under this contract. Budget Impact: Funding is available in Account No. 403-1274-533.59-02-Public Works Landfill - Landfill Construction and Account No. 001-1203-531.36-00 - Public Works Streets -Streets Maintenance. Recommendation: City Council approve the contract renewal with Triangle Dirt Works, Select Civil Services, LLC DBA Select Materials, and Mid-County Land Co., Ltd. to provide dirt materials to the Landfill and other locations. This service will be provided on an as needed basis. "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 P. R. No. 23227 6/22/2023 cewj RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST RENEWAL) OF THE NON-EXCLUSIVE CONTRACTS WITH TRIANGLE DIRT WORKS, SELECT CIVIL SERVICES, LLC DBA SELECT MATERIALS, AND MID-COUNTY LAND CO., LTD. FOR THE PROVIDING OF SOILS FOR THE CITY OF PORT ARTHUR WITH A PROJECTED BUDGETARY AMOUNT OF $600,000.00. FUNDING IS AVAILABLE IN ACCOUNT NO. 403-50-320-5486-00-00-000 - PUBLIC WORKS LANDFILL - LANDFILL CONSTRUCTION AND ACCOUNT NO. 001-21-053- 5316-00-70-000 - PUBLIC WORKS STREETS MAINTENANCE. WHEREAS, the City requires the services of a contractor to provide dirt materials and transportation of materials to the Port Arthur Landfill and other City locations; and, WHEREAS,pursuant to Resolution No. 22-266,the City of Port Arthur entered into non- exclusive contracts with Triangle Dirt Works of Hamshire, Texas, Select Civil Services, LLC dba Select Materials of Port Arthur, Texas, and Mid-County Land Co., Ltd. of Port Arthur, Texas for a one-year period with the option to renew for two (2) additional one (1) year terms; and WHEREAS, the City desires to renew the non-exclusive contracts with Triangle Dirt Works, Select Civil Services, LLC dba Select Materials, and Mid-County Land Co., Ltd. for the providing of soils for the Port Arthur Landfill and other City locations. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct; and, THAT, the City Manager is hereby authorized to renew the non-exclusive contracts for providing of soil with Triangle Dirt Works of Hamshire, Texas (Exhibit "A"), Select Civil Services, LLC dba Select Materials of Port Arthur, Texas (Exhibit "B"), and Mid-County Land Co., Ltd. of Port Arthur, Texas (Exhibit"C"). THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P. R.No. 23227 6/22/2023 cewj 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 AP OVED AS TO FORM: 61-Pt be-Aihrepit . ecia Ti.eno City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: Ron Burton Kandy Danils City Manager Interim Director of Finance Flozelle Roberts Clift n Williams Director of Public Works Purchasing Manager P. R.No. 23227 6/22/2023 cewj Exhibit A P. R. No. 23227 6/22/2023 cewj FIRST RENEWAL OF THE NON-EXCLUSIVE CONTRACT TO PROVIDE SOIL TO THE CITY OF PORT ARTHUR THIS AGREEMENT, made this the 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". WITNESSED: 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 No. 22-266, the City entered into a one (1) year non-exclusive contract with the option to renew for two (2) additional one-year periods. The parties hereby agree to exercise said option for the second year(first renewal). 2. The term of this Contract shall be from July 11, 2023 to July 10, 2024. It shall be renewable by mutual agreement for one (1) additional one-year period. Each subsequent yearly contract renewal shall require approval of the City Council. 3. The CONTRACTOR will perform the work as delineated in the Scope of Work and Specifications attached hereto. 4. 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 on Contractor in the Specifications and Scope of Work. 5. The CONTRACTOR agrees to supply the materials described in the specifications and contract documents at the unit prices, shown below, and will be primary vendor for the following items as indicated. ITEM UOM DESCRIPTION UNIT NO. COST B3 CY Clay $3.00 6. 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. 7. The term"Contract Documents"means and includes the following: 1) Agreement 2) Invitation to B:d * 3) Generol4nfofmation * 4) Specifications * 5) Bid * P. R.No. 23227 6/22/2023 cewj 6) Notice to Proceed * * These items were attached to the original letting contract. This agreement is only included in this renewal. 8. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 9. IN WITNESS WHEREOF, the parties here to have executed, or caused to be executed by their duly authorized officials,this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. OWNER CONTRACTOR City of Port Arthur Triangle Dirt Works BY: BY: Ron Burton Print Name: City Manager Title: Dated: Dated: ATTEST: WITNESS: Sherri Bellard, City Secretary Print Name: P. R.No. 23227 6/22/2023 cewj Exhibit B P. R.No. 23227 6/22/2023 cewj FIRST RENEWAL OF THE NON-EXCLUSIVE CONTRACT TO PROVIDE SOIL TO THE CITY OF PORT ARTHUR THIS AGREEMENT, made this the 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 Civil Services,LLC dba Select Materials, hereinafter called"CONTRACTOR". WITNESSED: 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 No. 22-266, the City entered into a one (1) year non-exclusive contract with the option to renew for two (2) additional one-year periods. The parties hereby agree to exercise said option for the second year(first renewal). 2. The term of this Contract shall be from July 11, 2023 to July 10, 2024. It shall be renewable by mutual agreement for one (1) additional one-year periods. Each subsequent yearly contract renewal shall require approval of the City Council. 3. The CONTRACTOR will perform the work as delineated in the Scope of Work and Specifications attached hereto. 4. 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 on Contractor in the Specifications and Scope of Work. 5. The CONTRACTOR agrees to supply the materials described in the specifications and contract documents at the unit prices, shown below, and will be secondary vendor for the following items as indicated. Primary Contractor ITEM UOM DESCRIPTION UNIT NO. COST A2 CY 60/40 $12.50 A4 CY Topsoil $11.00 B2 CY 60/40 $ 6.25 B4 CY Topsoil $11.00 P. R.No. 23227 6/22/2023 cewj Secondary Contractor ITEM UOM DESCRIPTION UNIT NO. COST Al CY Fillsand $20.00 B 1 CY Fillsand $14.50 B3 CY Clay 6. 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. 7. The term"Contract Documents"means and includes the following: 1) Agreement 2) Invitation-to-Bid * 3) * 4) Specifications * 5) Bid * 6) Notice to Proceed * * These items were attached to the original letting contract. This agreement is only included in this renewal. 8. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 9. IN WITNESS WHEREOF,the parties here to have executed, or caused to be executed by their duly authorized officials,this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. OWNER CONTRACTOR City of Port Arthur Select Civil Services, LLC dba Select Materials BY: BY: Ron Burton Print Name: City Manager Title: Dated: Dated: ATTEST: WITNESS: Sherri Bellard, City Secretary Print Name: P. R. No. 23227 6/22/2023 cewj Exhibit C P. R. No. 23227 6/22/2023 cewj FIRST RENEWAL OF THE NON-EXCLUSIVE CONTRACT TO PROVIDE SOIL TO THE CITY OF PORT ARTHUR THIS AGREEMENT, made this the 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 Mid-County Land Co.,Ltd. , hereinafter called "CONTRACTOR". WITNESSED: 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 No.22-266,the City entered into a one(1)year non-exclusive contract with the option to renew for two (2) additional one-year periods. The parties hereby agree to exercise said option for the second year(first renewal). 2. The term of this Contract shall be from July 11, 2023 to July 10, 2024. It shall be renewable by mutual agreement for one(1)additional one-year periods. Each subsequent yearly contract renewal shall require approval of the City Council. 3. The CONTRACTOR will perform the work as delineated in the Scope of Work and Specifications attached hereto. 4. 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 on Contractor in the Specifications and Scope of Work. 5. The CONTRACTOR agrees to supply the materials described in the specifications and contract documents at the unit prices, shown below, and will be secondary vendor for the following items as indicated. Primary Contractor ITEM UOM DESCRIPTION UNIT NO. COST Al CY Fillsand $17.00 B1 CY Fillsand $ 7.00 Secondary Contractor ITEM UOM DESCRIPTION UNIT NO. COST A2 CY 60/40 $15.00 A4 CY Topsoil $19.50 B2 CY 60/40 $ 6.50 B4 CY Topsoil $12.50 P. R. No. 23227 6/22/2023 cewj 6. 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. 7. The term"Contract Documents"means and includes the following: 1) Agreement 2) * 3) Genefal4fifeFmation * 4) Specifications * 5) * 6) Notice to Proceed * * These items were attached to the original letting contract. This agreement is only included in this renewal. 8. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 9. IN WITNESS WHEREOF,the parties here to have executed, or caused to be executed by their duly authorized officials,this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. OWNER CONTRACTOR City of Port Arthur Mid County Land Co., Ltd. BY: BY: Ron Burton Print Name: City Manager Title: Dated: Dated: ATTEST: WITNESS: Sherri Bellard, City Secretary Print Name: