The URL can be used to link to this page

Home My WebLink AboutPR 23824: PROVIDING OF VARIOUS SOILS 4,7,4014,041. ( it ?)� 1 fr 1'1 1'01 11 1" 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: P.R. No. 23824—Providing of Various Soils 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. Historically the City's Landfill and Streets Divisions have been the major users of this service. City Council awarded this contract with Resolution 22-266,and authorized the second year (first renewal) with Resolution 23-287. This is the third year and final renewal for this contract. 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: The total funding requested is $600,000.00. $25,000.00 for fiscal year 2024 is available in Account No. 403-50-320-5486-00-00-000,Public Works Landfill-Landfill Construction,while $212,500.00 is available for fiscal year 2025. Account No. 001-21-053-5316-00-70-000, Public Works Streets-Streets Maintenance holds$150,000.00 for fiscal year 2024 and$212,500.00 for fiscal year 2025. "Remember,we are hereto ser%'e the Citizens of Port Ai"titer" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 Recommendation: It is recommended that the City Council approves 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' P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.No.23824 06/21/2024 cewj/FCR Page 1of12 RESOLUTION NO. A RESOLUTION AUTHORIZING THE THIRD YEAR (SECOND 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 ($25,000.00 FY 24) FUNDING IS AVAILABLE IN ACCOUNT NO. 403-50-320-5486-00-00-000 ($212,500.00 FY 25) - PUBLIC WORKS LANDFILL -LANDFILL CONSTRUCTION AND ACCOUNT NO. 001-21-053-5316-00-70-000 ($150,000.00 FY 24 AND $212,500.00 FY 25) - 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, pursuant to Resolution No. 23-287, the City of Port Arthur renewed the contracts for second year(first renewal); and, WHEREAS, the total funding requested is $600,000.00. $25,000.00 for fiscal year 2024 is available in Account No. 403-50-320-5486-00-00-000, Public Works Landfill - Landfill Construction,while$212,500.00 is available for fiscal year 2025. Account No. 001-21-053-5316- 00-70-000,Public Works Streets-Streets Maintenance holds$150,000.00 for fiscal year 2024 and $212,500.00 for fiscal year 2025; 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 for the third year (final renewal). • P.R.No.23824 06/21/2024 cewj/FCR Page 2 of 12 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 second and final non-exclusive contract renewals 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. 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: J. ly . Black, Esq. Intenm City Attorney P.R.No.23824 06/21/2024 cewj/FCR Page 3 of 12 APPROVED FOR e.�.! I STRATION: V Ronald Burton, CPM City Manager gibAM I I I r°-4-1Ai ozelle . 'obe , MEng, MBA, CPM Directo of !ubli Wo ks APPROVED AS TO AVAILABILITY OF FUNDS: --)---1&-) 1630.4, (4, Lynda oswell, ICMA-CM, MA Director of Finance Clifton E. Williams,Jr., CPPB Purchasing Manager P.R.No.23824 06/21/2024 cewj/FCR Page 4 of 12 Exhibit A P.R.No.23824 06/21/2024 cewj/FCR Page 5 of 12 SECOND RENEWAL OF THE NON-EXCLUSIVE CONTRACT TO PROVIDE SOIL TO THE CITY OF PORT ARTHUR THIS AGREEMENT, made this the 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". 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 exercised said option for the second year (first renewal) of the contract pursuant to Resolution 23-287. The parties hereby agree to exercise said option for the third year (second and final renewal). 2. The term of this Contract shall be from July 11, 2024, to July 10, 2025. 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) * 3) * 4) Specifications * 5) Imo * 6) Notice to Proceed * P.R.No.23824 06/21/2024 cewj/FCR Page 6 of 12 * 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.23824 06/21/2024 cewj/FCR Page 7 of 12 Exhibit B P.R.No.23824 06/21/2024 cewj/FCR Page 8 of 12 SECOND RENEWAL OF THE NON-EXCLUSIVE CONTRACT TO PROVIDE SOIL TO THE CITY OF PORT ARTHUR THIS AGREEMENT, made this the 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 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 exercised said option for the second year (first renewal) of the contract pursuant to Resolution 23-287. The parties hereby agree to exercise said option for the third year (second and final renewal). 2. The term of this Contract shall be from July 11, 2024, to July 10, 2025. 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.23824 06/21/2024 cewj/FCR Page 9 of 12 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) * 3) Genefal4nformation * 4) Speeifications * 5) Bid * 6) Notice 4o 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: Ronald Burton, CPM Print Name: City Manager Title: Dated: Dated: ATTEST: WITNESS: Sherri Bellard, TRMC, City Secretary Print Name: P.R.No.23824 06/21/2024 cewj/FCR Page 10 of 12 Exhibit C P.R.No.23824 06/21/2024 cewj/FCR Page 11 of 12 SECOND RENEWAL OF THE NON-EXCLUSIVE CONTRACT TO PROVIDE SOIL TO THE CITY OF PORT ARTHUR THIS AGREEMENT, made this the 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 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 exercised said option for the second year (first renewal) of the contract pursuant to Resolution 23-287. The parties hereby agree to exercise said option for the third year (second and final renewal). 2. The term of this Contract shall be from July 11, 2024, to July 10, 2025. 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 B 1 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 1 P.R.No.23824 06/21/2024 cewj/FCR Page 12 of 12 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) BiEl * 6) * * 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: Ronald Burton, CPM Print Name: City Manager Title: Dated: Dated: ATTEST: WITNESS: Sherri Bellard, TRMC, City Secretary Print Name: