HomeMy WebLinkAboutPR 23457: CLEANING OF THE HVAC SYSTEM IN THE CITY HALL ANNEX 0.. '
ort rthur
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: November 15, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Flozelle C. Roberts, EIT, MEng, MBA, CPM, Public Works Direct r
RE: P.R. 23457—Cleaning of the HVAC System in the City Hall Annex
Introduction:
The intent of this agenda item is to authorize the City Manager to enter into a contract with
Industrial and Commercial Mechanical (ICM) of Beaumont, Texas, through the Buyboard
Cooperative Purchasing Program for the cleaning of the HVAC system in the City Hall Annex
for the not-to-exceed amount of$47,450.59.
Background:
Facilities Maintenance and City Hall Annex staff have witnessed mold spores in various offices
in the City Hall Annex building, which were cleaned.
Total Safety of Port Arthur,Texas,performed an air quality assessment by collecting five indoor
and one outdoor fungal air samples. The indoor air samples, which ranged from <13 spores per
cubic meter of air(cts/m3)to 710 cts/m3, were well below the outdoor sample of 2,700 cts/m3.
Total Safety provided the following conclusions and recommendations:
1. The interior air sample results indicate that the total spore concentrations of the interior
samples were less than the concentrations outdoors and the types of spores identified
indoors were generally comparable to those identified in the outdoor samples.
2. The air conditioning system should be evaluated by a professional to ensure adequate air
drying, minimal duct sweating and overall efficiency.
"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
3. The doors in the building exhibiting surface mold should be cleaned using a household
disinfectant/cleaner.
4. Consideration should be given to having the HVAC ducts and registers cleaned or
replaced as necessary.
5. Based upon this assessment and laboratory analysis of air samples there is no justification
for a mold remediation protocol.
Industrial and Commercial Mechanical (ICM) of Beaumont,Texas, checked the air handlers for
proper operation and signs of mold. No mold was found, and a belt was replaced at the time of
observation.
Per Total Safety's recommendations,the Public Works Facilities Maintenance Division received
a quote from ICM for the HVAC system cleaning throughout the Annex building for$47,450.59
through Buyboard contract number 638-21.
Budget Impact:
There will be a budgetary impact of$47,450.59 for the HVAC system cleaning throughout
the Annex building. Funds are available in Capital Improvement Fund Buildings Account
Number 307-21-049-8512-00-10-000, Project number BU0002-OTH.
Recommendation:
It is recommended that the City Council approves P.R. 23457 authorizing the City Manager to
execute a contract with Industrial and Commercial Mechanical (ICM) of Beaumont, Texas,
through the Buyboard Cooperative Purchasing Program for the City Hall Annex HVAC system
cleaning for the not-to-exceed amount of$47,450.59.
"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.23457
11/15/2023 FCR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ENTER IN AN AGREEMENT WITH INDUSTRIAL AND
COMMERCIAL MECHANICAL (ICM) OF BEAUMONT,
TEXAS, THROUGH BUYBOARD FOR THE CLEANING OF
THE HVAC SYSTEM IN THE CITY HALL ANNEX FOR
THE NOT-TO-EXCEED AMOUNT OF $47,450.59. FUNDS
ARE AVAILABLE IN THE CAPITAL IMPROVEMENT
FUND BUILDINGS ACCOUNT NUMBER 307-21-049-8512-
00-10-000,PROJECT NUMBER BU0002-OTH
WHEREAS, the Public Works Facilities Maintenance and City Hall Annex (Annex)
staff have witnessed and cleaned mold spores in various offices in the Annex building; and,
WHEREAS, Total Safety completed an air quality assessment throughout the building
and provided conclusions and recommendations as indicated in Exhibit A; and,
WHEREAS, Industrial and Commercial Mechanical (ICM) of Beaumont, Texas, in
accordance with Total Safety's recommendations, checked the air handling units throughout the
Annex for signs of mold and found none(see Exhibit B); and,
WHEREAS, the Public Works Facilities Maintenance staff deems it in the City's best
interest to professionally clean the heating, ventilation, and air conditioning (HVAC) system in
the Annex building to ensure staff's and the public's safety; and,
WHEREAS, Industrial and Commercial Mechanical provided a quote for the HVAC
system cleaning for$47,450.59 through Buyboard contract number 638-21; and,
WHEREAS, Chapter 271.102 of the Texas Government Code allows a city, by
resolution of its governing body, to participate in cooperative purchasing programs, such as the
Buyboard Cooperative Purchasing Program, as an alternative to formal bid process; and,
WHEREAS, pursuant to Resolution 02-341, the City of Port Arthur entered into an
interlocal agreement for cooperative purchasing with the BuyBoard Cooperative Purchasing
Program.
P.R.No.23457
11/15/2023 FCR
Page 2 of 3
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, City Council hereby authorizes the City Manager to enter into a contract with
Industrial and Commercial Mechanical of Beaumont, Texas, through the Buyboard Cooperative
Purchasing Program, for $47,450.59; and,
THAT, funding is available in the Capital Improvement Fund Buildings Account
Number 307-21-049-8512-00-10-000, Project number BU0002-OTH;and,
THAT, a copy of the caption of this resolution be spread upon the minutes of City
Council.
READ, ADOPTED, AND APPROVED THIS day of
2023 at a Regular Meeting of City Council of the City of Port Arthur, Texas, by the following
vote:
AYES: Mayor ;
Councilmembers:
NOES:
Thurman Bill Bartie
Mayor
P.R.No.23457
11/15/2023 FCR
Page 3 of 3
ATTEST:
Sherri Bellard, TRMC
City Secretary
APPROVED AS TO FORM:
Valecia R. izeno, Esq.
1)
City Attorney
APPROVED FOR ADMINISTRATION:
Ronald Burton, CPM
City Manager
/A
fA4 /A
%e
le . Roberts, , I . MEng,MBA, CPM
Public o s Dire. or
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
4(1.1, ,Ltie
li
Lynda Boswell
Finance Director
i LjDku.:_
Clifton 3. Williams, Jr., CPPB
Purchasing Manager
P. R.23457
EXHIBIT A
(Assessment)
••• TOTAL SAFETY
•
Limited Indoor Air Quality Assessment
City of Port Arthur
City Hall Annex
Port Arthur, TX
SURVEY LOCATION: City Hall Annex
PROJECT CONTACT: Flozelle Roberts
SURVEY DATE: September 12, 2023
PROJECT MANAGER: Josh Bennett, Manager
SAMPLED BY: Robert Hanks
REPORT DATE: September 19, 2023
REPORT PREPARED BY: Robert Hanks
REPORT APPROVED BY: Josh Bennett, Manager
VERSION: Final
TXDSHS Mold Assessment Consultant �� w✓
License:MAC1209
Expires:01/16/2024
Port Arthur City Hall Annex
Port Arthur, Texas
Limited Indoor Air Quality Assessment
EXECUTIVE SUMMARY
September 12, 2023, Robert Hanks, Sr. EHS Specialist with Total Safety U.S., Inc., performed a limited
indoor air quality assessment in the first floor of the City Hall Annex in Port Arthur,Texas.The assessment
included collection/analysis of total mold spore trap air samples. Additionally, indoor relative humidity
(RH) and temperature measurements were taken in the area. This work was requested by Flozelle
Roberts with the City of Port Arthur.
SURVEY AND ANALYSIS METHODS
Total Safety U.S., Inc., collected five total fungal air sample inside the designated building area; for
comparison purposes an additional air sample was collected outside of the building.The air samples were
collected using a Buck BioAire high flow pump operating at a flow rate of 15 liters per minute (Ipm) to
draw ambient air across an AllergencoTM spore trap. The AllergencoTM spore trap collects both viable and
non-viable mold spores.
Samples were analyzed via light microscopy at the standardized magnification of 300X and 600X. The
results include both viable (live) and non-viable (dead) fungal spores. This technique does not allow for
the differentiation between Aspergillus and Penicillium spores because they are morphologically identical.
Additionally,the technique does not allow for cultivation,or the identification of spores to the species level,
except in a few cases.
Samples were analyzed by Eurofins,13 Resources, Inc. (J3 Resources), of Pasadena,Texas.13 Resources is
a qualified microbiology laboratory, accredited by the American Industrial Hygiene Association (AIHA)
Environmental Microbiology Laboratory Accreditation Program (EMLAP), and a participant in the AIHA
Environmental Microbiology Proficiency Analytical Testing Program (EMPAT). J3 Resources is also
accredited by the National Institute of Standards and Technology (NIST) National Voluntary Laboratory
Accreditation Program (NVLAP).
The Eurofins,13 Resources results are presented in Attachment 1 of this report.
OBSERVATIONS
Interviews:
• The furniture in the offices had recently been cleaned due to visible mold on surfaces.
• The wooden doors of the offices had been missed during this cleaning and suspect mold was
visible.
Visual Observations:
• There was an odor noted upon entering the building.
• HVAC registers in the office were noted as being moderately dirty throughout the building.
• Surface mold was noted on the doors in Office 1, Mitchell's office, Melissa's office, Martin's office,
the Call Center,The Utilities Manager's office,the Utility Billing office and the Regulatory offices.
• Water stains,due to air conditioning condensate drips,were noted on the ceiling tiles in the Utility
Billing office.
RESULTS
Five total fungal air samples were collected inside the building and an additional sample was collected
outdoors for comparison purposes. The total mold spore concentration in the samples indoors ranged
from <13 spores per cubic meter of air (cts/m3) to 710 cts/m3. The outdoor sample result was 2,700
cts/m3.There are no standards for airborne spore counts; industry practice is to compare total numbers
and species identified indoors to those identified outdoors. Total Mold Spore concentrations of the
samples collected indoors were less than those in the outdoor samples. The types of spores identified in
the indoor samples were generally comparable to the individual spore concentrations found on the
outdoor sample.
CONCLUSIONS AND RECOMMENDATIONS
1. The interior air sample results indicate that the total spore concentrations of the interior samples were less
than the concentrations outdoors and the types of spores identified indoors were generally comparable to those
identified in the outdoor samples.
2. The air conditioning system should be evaluated by a professional to ensure adequate air drying,
minimal duct sweating and overall efficiency.
3. The doors in the building exhibiting surface mold should be cleaned using a household disinfectant/
cleaner.
4. Consideration should be given to having the HVAC ducts and registers cleaned or replaced as necessary.
5. Based upon this assessment and laboratory analysis of air samples there is no justification for a mold
remediation protocol.
REFERENCES
ASH RAE.(2010). Thermal Environmental Conditions for Human Occupancy. Atlanta:ASH RAE.
ASHRAE. (2010). Ventilation for Acceptable Indoor Air Quality. Atlanta:ASHRAE.
US EPA Air and Radiation. (n.d.). National Ambient Air Quality Standards. Retrieved September 2, 2014
from http://www.epa.gov/air/criteria.html
Nation Laboratories. Common Mold Library
http://www.nation la bs.com/resou rces/mold-libra ry/
ATTACHMENTS
Attachment 1 Laboratory Report
Attachment 1
Laboratory Reports
tiff eurofins
Built Environment Testing
Report for:
Ronald Fife
TOTAL SAFETY-Pasadena-1
11111 Hwy 225
La Porte, TX 77571
Eurofins J3 Resources, Inc.
Regarding: Project: 6898279; Port Arthur City Hall Annex
EML ID: 3376371
Approved by: Dates of Analysis:
Spore trap analysis: 09-07-2023
Lab Director
Scott Ward
Service SOPs: Spore trap analysis(EM-MY-S-1038)
All samples were received in acceptable condition unless noted in the Report Comments portion in the body of the report. Due to
the nature of the analyses performed, field blank correction of results is not applied. The results relate only to the samples as
received and tested. Information supplied by the client which can affect the validity of results: sample air volume.
Eurofins J3 Resources, Inc. ("the Company"), a member of the Eurofins Built Environment Testing group of companies, shall have
no liability to the client or the client's customer with respect to decisions or recommendations made, actions taken or courses of
conduct implemented by either the client or the client's customer as a result of or based upon the Test Results. In no event shall
the Company be liable to the client with respect to the Test Results except for the Company's own willful misconduct or gross
negligence nor shall the Company be liable for incidental or consequential damages or lost profits or revenues to the fullest extent
such liability may be disclaimed by law, even if the Company has been advised of the possibility of such damages, lost profits or
lost revenues. In no event shall the Company's liability with respect to the Test Results exceed the amount paid to the Company
by the client therefor.
Eurofins J3 Resources.Inc. EMLab ID: 3376371, Page 1 of 3
•
Eurofins J3 Resources,Inc.
3113 Red Bluff Road, Pasadena, TX 77503
713-290-0223 www.eurofinsus.com/Built
Client: TOTAL SAFETY- Pasadena-1 Date of Submittal: 09-06-2023
C/O: Ronald Fife Date of Receipt: 09-06-2023
Re: 6898279i Port_Arthur City Hall Annex Date of Report: 09-07-2023
SPORE TRAP REPORT-Total Airborne Fungal Spores
Sample Number RH9123-1 RH9123-2 RH9123-3
Location Official,meter readers wing Call center Utility billing conf.room
Volume(liters) 75 75 75
Background debris(1-4+)tt < 1+ < 1+ < 1+
Comments(see below) None None A
Limit of Detection(Particles/m3) 13 13 13
Total Fun al Count S ores/m3 <13 <13 490
raw ct. spores/m3 % raw ct. spores/m3 % raw ct. spores/m3 %
Alternaria
Ascospores
Basidiospores
Cercospora
Chaetomium
Cladosporium
Curvularia 1 13 3
Epicoccum
Fusarium
Nigrospora
Penicillium/Aspergillus typest 18 480 97
Smuts. Periconia, Myxomycetes
Stachybotrys
Torula
Ulocladium
• TOT, PORE m 0 < t3 100 0 <13 III 1' 490 II
MISCELLANEOUS PARTICLES DETAIL
raw ct particles/m3 raw ct particles/m3 raw ct particles/m3
Hyphal fragments/m3
Pollen/m3
Analyst(s): Heather Graff
Caution should be used when interpreting percentages.Totals may not equal 100 due to rounding.
Comments:A) 12 of the raw count Penicillium/Aspergillus type spores were present as a single clump.
Spore types listed without a count or data entry were not detected during the course of the analysis for the respective sample,indicating a raw
count of<1 spore.
t The spores of Aspergillus and Penicillium(and others such as Acremonium,Paecilomyces)are small and round with very few distinguishing
characteristics.They cannot be differentiated by non-viable sampling methods.Also,some species with very small spores are easily missed,and
may be undercounted.
ttBackground debris indicates the amount of non-biological particulate matter present on the trace(dust in the air)and the resulting visibility
for the analyst.It is rated from 1+(low)to 4+(high).Counts from areas with 4+background debris should be regarded as minimal counts and
may be higher than reported.It is important to account for samples volumes when evaluating dust levels.
The analytical sensitivity is the spores/m^3 divided by the raw count,expressed in spores/m^3,per spore and per sample.
For more information regarding analytical sensitivity,please contact QA by calling the laboratory.
$A"Version"indicated by-"x"after the Lab ID#with a value greater than 1 indicates a sample with amended data. The revision number is
reflected by the value of"x".
§Total Spores/m3 has been rounded to two significant figures to reflect analytical precision.
Eurofins J3 Resources,Inc. EMLab ID:3376371,Page 2 of 3
Eurofins J3 Resources,Inc.
3113 Red Bluff Road, Pasadena, TX 77503
713-290-0223 www.eurofinsus.com/Built
Client: TOTAL SAFETY- Pasadena-1 Date of Submittal: 09-06-2023
C/O: Ronald Fife Date of Receipt: 09-06-2023
Re: 6898279; Port Arthur City Hall Annex _:- Date of Report: 09-07-2023 'i. . ++Liiur t il� ri...
SPORE TRAP REPORT-Total Airborne Fungal Spores
Sample Number RH9123-4 RH9123-5 RH9123-6
Location Regulatory,office of Mr.Queen Rear Hallway Outdoors
Volume(liters) 75 75 75
Background debris(1-4+)tt < 1+ < I+ 3+
Comments(see below) None None B
Limit of Detection(Particles/m3) 13 13 13
Total Fun!al Count Si G res/m3 710 190 2 700
INDIVIDUAL FUNGAL SPORE DETAIL
raw ct. spores/m3 % raw ct. spores/m3 °A) raw ct. spores/m3 %
Alternaria 5 67 2
Ascospores 2 110 4
Basidiospores 1 53 8 5 270 10
Cercospora 2 27 1
Chaetomium
Cladosporium 84 1,700 63
Curvularia 2 27 14 8 110 4
Epicoccum 1 13 < 1
Fusarium 1 13 < 1
Nigrospora 1 13 2 23 310 11
Penicillium/Aspergillus typest 12 640 91 3 160 86 2 110 4
Smuts, Periconia, Myxomycetes 1 13 < 1
Stachybotrys
Torula
Ulocladium
• TOTAL SPORES/m3 14 710 100 5 190 ' 100 1 4 2,700
MISCELLANEOUS PARTICLES DETAIL
raw ct particles/m3 raw et particles/m3 raw ct particles/m3
Hyphal fragments/m3 _ 1 13 11 150
Pollen/m3 1 13
Analyst(s): Heather Graff
Caution should be used when interpreting percentages.Totals may not equal 100 due to rounding.
Comments:B)69 of the raw count Cladosporium spores were present as a single clumps of 57 and 12.
Spore types listed without a count or data entry were not detected during the course of the analysis for the respective sample,indicating a raw
count of<1 spore.
t The spores of Aspergillus and Penicillium(and others such as Acremonium,Paecilomyces)are small and round with very few distinguishing
characteristics.They cannot be differentiated by non-viable sampling methods.Also,some species with very small spores are easily missed,and
may be undercounted.
ttBackground debris indicates the amount of non-biological particulate matter present on the trace(dust in the air)and the resulting visibility
for the analyst.It is rated from 1+(low)to 4+(high).Counts from areas with 4+background debris should be regarded as minimal counts and
may be higher than reported.It is important to account for samples volumes when evaluating dust levels.
The analytical sensitivity is the spores/m^3 divided by the raw count,expressed in spores/m^3,per spore and per sample.
For more information regarding analytical sensitivity,please contact QA by calling the laboratory.
$A"Version"indicated by-"x"after the Lab ID#with a value greater than 1 indicates a sample with amended data. The revision number is
reflected by the value of"x".
§Total Spores/m3 has been rounded to two significant figures to reflect analytical precision.
Eurofins J3 Resources,Inc. EMLab ID:3376371,Page 3 of 3
P. R.23457
EXHIBIT B
(Service Report)
SERVICE REPORT
ORDER #:
6171
4077472
DATE: 10/17/2023
CLIENT LOCATION: City of-Port Arthur BILLED TO
CITY OF PORT ARTHUR City of Port Arthur
CITY HALL--Annex PO BOX 1089
444 4TH ST Port Arthur , TX 77640
Port Arthur , TX 77640
DESCRIPTION: 30025637 - PA CITY HALL-ANNEX BLDG CK ANUS
OPERATION/VENT FLOW
CALL TYPE: 20 - Beaumont -T&M
WORK PERFORMED: (9/26/2023 BP) Check AH for any signs of mold and proper operations. No signs of any mold.
Checked belts on ah had bad belt. Put new belt on. Coils are clean blew out drain lines.
PARTS
QUANTITY PART NUMBER DESCRIPTION EQUIPMENT
0.00 -- '30025637 - PA CITY HALL-ANNEX BLDG CKAHUS OPERATIONNENT FLOW
I` LABOR
QUANTITY DESCRIPTION EQUIPMENT
3.00 9/26/2023 BP regular 1--
IS JOB COMPLETE? Yes
Customer: Employee: Kevin Sleeper
Date: 10/17/2023 02:31 PM Date: 10/17/2023 02:31 PM
P. R.23457
EXHIBIT C
(HVAC System Cleaning Quote)
Industrial and Commercial
440 ..1111.1111, Mechanical
4445 Westpark Avenue
Beaumont,TX 77705
Phone(409)842-3737
Fax (409)842-3738
November 6,2023
CITY OF PORT ARTHUR TEXAS
444 4T"STREET I PORT ARTHUR,TX 177640
ATTN: MIKE FLORES-MANAGER
Subject: ICM/POWER VAC AMERICA-PROPOSAL TO PERFORM CLEANING OF ANNEX DUCTWORK SYSTEMS
Jerry Johnson
ICM Phone: 409-842-3737
4445 Westpark Avenue Mobile: 409-658-8797
Beaumont,Texas 77705
Email:jjohnson@ic-mechanical.com
RE: HVAC SYSTEM CLEANING—PORT ARTHUR CITY HALL ANNEX
Jerry:
We look forward to working with you to provide a successful project. Power Vac America is a
certified member of NADCA,a member of the Indoor Air Quality Association,and a licensed Air
Conditioning Contractor(as required by the state of Texas).
Please accept this letter as a formal estimate from POWER VAC AMERICA for the
cleaning of the two(4)air handler units and their associated ductwork serving the above
referenced facility located at 444 4th Street, Beaumont,Texas, 77640.
THE CLEANING SHALL CONSIST OF THE FOLLOWING:
• Clean the interior of the air handler cabinets.
• Clean blower assemblies.
• Clean blower plenum.
• Clean the coils.
• Clean the interior of the return ductwork.
• Clean the interior of the supply ductwork.
• Clean the return grilles and supply diffusers.
• INCLUDED IN THIS QUOTATION IS THE COATING OF THE INTERNALLY
LINED PORTIONS OF THE AIR HANDLER UNIT AND THE INTERNALLY
LINED PORTIONS OF THE SUPPLY DUCTWORK WITH CARLISLE
PRODUCTS RE-500 RESURFACING COATING. THIS WILL HELP PREVENT
THE FUTURE GROWTH OF FUNGUS AND BACTERIA AS WELL AS
FURTHER DEGRADATION OF THE INTERNAL LINER.
2i-) J. - a.' d : .
- C1/ = vt,/=< -NYE CPCS'_ , y: 'C C- 1'C_A,CRK
=MS A',CR'
Cleaning Process *:
cc'r-;. The cleaning wilrbetputsformeinii accordance to the National Air Duct Cleaners 'v' 'c`''
Associations (NADCA) ACR 2021 standards.
• The interior of the air handler units are manually cleaned using HEPA filtered
contact vacuum machines. The coils,blower, blower assembly, and drain pans
are all manually cleaned on an access permitting basis.
• Using our portable collection units, the ductwork is put under negative pressure.
This creates a strong reverse air flow to evacuate dislodged foreign matter from
the system. Collection units that exhaust inside are HEPA filtered.
• Appropriate access openings will be provided and existing openings through
diffusers and flex duct taps will be used to gain access into the ductwork for the
cleaning process.
• The interior of the ductwork will be cleaned using rotary power brushes,
compressed air brushes and air washing, and/or contact vacuuming using HEPA
filtered contact machines.
• All return grilles and supply diffusers will be cleaned.
• The internally lined portions of the air handler units and supply ductwork will be
coated/sealed with Carlisle Products RE-500.
• All access openings will be closed and sealed.
All work will be performed at mutually agreeable times.
***The City of Port Arthur will provide any security services needed,water,
electrical power,and disarming of any smoke/fire detectors.
ICM-POWER VAC AMERICA; offers the following estimate to perform this work.
$ 47,450.59 sales tax is not included.
INDUSTRIAL&COMMERCIAL MECHANICAL IS AN AWARDED VENDOR FOR BUYBOARD
CONTRACT#638-21.
Payment terms—Net 30 days. All prices are subject to the appropriate sales taxes
resale certificate or certificate of exemption. All material is guaranteed to be as
specified and the work is to be performed in accordance with the specifications submitted
in this proposal and completed in a workmanlike manner.Any changes to the above
scope will be agreed to with a written change order.
We are looking forward to working with you on this project.
Yours truly, GSA Contract: GS-21F-017GA
Doug Long, ASCS HUBZone Certificate Number 55973
dlongna,powervacamerica.com
*Power Vac America's cleaning process is considered proprietary information and should
not be shared with any of our competitors.
T kf'L.k 23943C-Regulated ny the Texas Department of Licensing and Regulation
PO Box 1215"
Austin,TX'8'°I
1-800-803-9202,512--163-6599
P. R.23457
EXHIBIT D
(Contract)
PURCHASING CONTRACT
AGREEMENT
THIS AGREEMENT is made this the day of , 2023, by and
between an individual, firm partnership or corporation, Industrial and Commercial
Mechanical, of Beaumont, Texas, hereinafter called "Contractor", and the City of Port
Arthur, a municipal corporation organized under the laws of the State of Texas,
hereinafter called the "Owner" or "City".
WITNESSETH: That for and in consideration of the payments, terms,
conditions and agreements set forth herein, Owner and Vendor agree as follows:
1. The term of this Contract shall be for two months from the date stated on the
Notice to Proceed unless sooner terminated under the provision hereof. The City can
terminate this contract at its convenience which includes, but not limited to, funding not
being available in any budget cycle, with thirty (30) days written notice.
2. The Vendor will clean the HVAC system in the City Hall Annex building as
delineated in the proposal.
3. During the term of this Contract, the Vendor will:
a. Clean the interior of the air handler cabinets;
b. Clean blower assemblies;
c. Clean blower plenum;
d. Clean the coils;
e. Clean the interior of the return ductwork;
f. Clean the interior of the supply ductwork;
g. Clean the return grilles and supply diffusers;
h. Coat the internally-lined portions of the air handler unit and the internally-lined
portions of the supply ductwork with Carlisle Products RE-500 resurfacing
coating.
4. This is not an exclusive contract, and the City reserves the right to purchase
these materials from any of the vendors awarded this contract based firstly, on price and
secondly, on availability, according to the needs of the City.
5. The term "Contract Documents" means and includes the following:
(A)Agreement
(B) Specifications
(C)General Information
(D)Bid
(E) Notice of Award
(F) Notice to Proceed
6. This Agreement shall be binding upon all parties hereto and their respective
heirs, executors, administrators, successors, and assigns.
IN WITNESS WHEREOF, the parties hereto 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 on the date first above written.
SIGNED AND AGREED to on the day of , 2023.
WITNESS: CONTRACTOR:
Industrial and Commercial
Mechanical (ICM)
SIGNED AND AGREED to on the day of , 2023.
WITNESS: CITY OF PORT ARTHUR:
City Secretary City Manager