HomeMy WebLinkAboutPR 23825: AUTHORIZING THE FIRST RENEWAL OF THE MATERIALS HAULING CONTRACT FOR THE LANDFILL ! trr
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INTEROFFICE MEMORANDUM
Date: June 21, 2024
To: The Honorable Mayor and City Council
Through: Ronald Burton, CPM, City Manager
From: Flozelle C. Roberts, EIT, MEng, MBA, CPM, Director of Public Works
RE: PR No. 23825: Authorizing the First Renewal of the Materials Hauling 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$700,000.00.
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.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 second year (first
renewal)was approved through Resolution 23-187.
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 23825 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$700,000.00.
�,c are here to serve the€'itizeos of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
C:\Users\gthibodeaux\Documents\Hauling Memo.docx
PR No.23825
06/21/2024 FCR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE THIRD YEAR (SECOND AND
FINAL 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 $700,000.00. 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, the City Council approved the second year (first renewal) of the annual
hauling of materials contract through Resolution 23-187; and,
WHEREAS,the City wishes to exercise the option to renew for the third year(second.and
final renewal) for a budgetary impact of$700,000.00.
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; 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 second and final 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.23825
06/21/2024 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.
2024, 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, TRMC
City Secretary
APPROVED AS TO FORM:
v ram".(IVA—c/t--+
J. -. M. Black, Esq.
In - r m City Attorney
PR No.23825
06/21/2024 FCR
Page 3 of 3
APPROVED FOR ADMINISTRATION:
dippr
Ronald Burto P
City Maria!
A ' L
• •ze le 7. Roberts, " ,MEng, BA, CPM
Direct • Public • s
APPROVED AS FOR AVAILABILITY OF FUNDS:
4ia&)
ICMA-CM, MA
Director of Finance
L.Aft4A-N,
Clifton E. Williams,Jr., CPPB
Purchasing Manager
PR No.23825
EXHIBIT A
PR No.23825
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT, made this day of , 2024,
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 exercised
said option for one additional year (first renewal) via Resolution Number 23-287,
and hereby agrees to exercise said option for the third year (second and final
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
�• /.x!Patl!!Ir
PR No. 23825
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)--Gen le tion **
c) Specifications *
d) Bid *
e) 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 2024
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
A-2
PR No.23825
Signed on the day of 2024
ATTEST CONTRACTOR
BY
CITY SECRETARY Triangle Dirt Works
Hamshire, Texas
Print Name:
Title:
•
A- 3
PR No.23825
EXHIBIT B
PR No.23825
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT, made this day of , 2024,
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 exercised
said option for one additional year (first renewal) via Resolution Number 23-287,
and hereby agrees to exercise said option for the third year (second and final
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.2382
5
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 Inf r ation *
c) Specifications *
d) Bid *
c) Bid Bond *
* 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 2024
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2024
ATTEST CONTRACTOR
BY
CITY SECRETARY Select Materials
Port Arthur, Texas
Print Name:
Title:
A- 2
PR No.23825
EXH I BIT C
PR No.23825
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT, made this day of , 2024,
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 exercised
said option for one additional year (first renewal) via Resolution Number 23-287,
and hereby agrees to exercise said option for the third year (second and final
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.23825
6. The term "Contract Documents" means and includes the following:
a) Agreement
b) General Tno nn tion*
c) Specifications *
d) Bid *
o) Bid Bond *
fl
* 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 2024
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2024
ATTEST CONTRACTOR
BY
CITY SECRETARY PC Trucking
Pearland, Texas
Print Name:
Title:
A- 2
PR No.23825
EXHIBIT D
PR No. 23825
RENEWAL CONTRACT TO HAUL MATERIALS FOR THE CITY OF PORT
ARTHUR
THIS AGREEMENT, made this day of , 2024,
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 exercised
said option for one additional year (first renewal) via Resolution Number 23-287,
and hereby agrees to exercise said option for the third year (second and final
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.23825
6. The term "Contract Documents"means and includes the following:
a) Agreement
c) Specifications *
d) Bid *
e) Bid Bond *
* 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 2024
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2024
ATTEST CONTRACTOR
BY
CITY SECRETARY Lake City Trucking
Lake Charles, Louisiana
Print Name:
Title:
A- 2