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PR 23975: CONTRACT WITH KT MAINTENANCE COMPANY, INC. FOR LANDSCAPING, WAYFINDING MONUMENT SIGN LOCATIONS
�.a www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 9, 2024 To: The Honorable Mayor and City Council Through: Ron Burton, CPM, City Manager From: Chandra Alpough, CPM, CPRP, Director of Parks and Recreation RE: P.R. 23975 —Contract with KT Maintenance Company, Inc. for Landscaping at the Primary and Secondary Wayfinding Monument Sign Locations Introduction: The intent of this Agenda Item is to request the City Council's approval of P.R. No. 23975 authorizing the City Manager to enter into a contract with KT Maintenance Company, Inc. of Port Arthur, Texas for landscaping at the primary and secondary wayfinding sign locations with a projected budgetary impact of$49,558.00. Background: The City of Port Arthur is in need of a wayfinding signage program to guide motorists, bicyclists and pedestrians along and through streets, sidewalks and public spaces throughout the City of Port Arthur as well as monument signs to identify thoroughfares and city owned buildings. The primary and secondary monument signs are complete. As the City of Port Arthur recognizes the importance of creating an inviting and visually appealing environment around our new wayfinding, One (1) bid was received from a Request for Proposals for the landscaping of the primary and secondary monument signs. The bid was evaluated by City Staff and KT Maintenance Company, Inc. was the responsive bidder. Budget Impact: Funding in the amount of S49,558.00 is available for this purpose in Account Number 001-25- 065-5311-00-20-000. Recommendation: It is recommended that the City Council approve P.R.No. 23975 authorizing the City Manager to enter into a contract with KT Maintenance Company, Inc. of Port Arthur, Texas for landscaping at the primary and secondary wayfinding sign locations with a projected budgetary impact of S49,558.00. "Remember. %% are here to serve the ('iticen% of Port :krthur" P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 P. R. # 23975 10/08/2024 ca RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A ONE-YEAR CONTRACT WITH KT MAINTENANCE COMPANY, INC. OF PORT ARTHUR, TEXAS, FOR LANDSCAPING AT THE PRIMARY AND SECONDARY WAYFINDING MONUMENT SIGN LOCATIONS WITH A BUDGETARY IMPACT OF $49,558.00; FUNDING AVAILABLE IN ACCOUNT NUMBER 001-25-065-5311-00-20-000 WHEREAS, it is deemed in the best interest of the City of Port Arthur to have a wayfinding signage program to guide motorists, bicyclists and pedestrians along and through streets, sidewalks and public spaces throughout the City of Port Arthur as well as monument signs to identify thoroughfares and city owned buildings; and, WHEREAS, the Purchasing Division advertised the request for proposals for landscaping at the primary and secondary wayfinding monument sign locations on August 7 and August 14, 2024; and, WHEREAS, one (1)proposal was received on September 18, 2024; and, WHEREAS, City staff evaluated the proposal from KT Maintenance Company, Inc. of Port Arthur, Texas with a copy of the scoresheet attached hereto as Exhibit"A"; and WHEREAS, staff has recommended that the City award the bid to KT Maintenance Company and enter into a contract with the company for the project; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: Section 1. That the facts and opinions in the preamble are true and correct; and, Section 2. That the City Manager is herein authorized to enter into a one (1) year agreement with KT Maintenance Company, Inc of Port Arthur, Texas for the landscaping at the primary and secondary wayfinding monument signs with a projected budgetary impact of $49,558.00, in substantially the same form as attached hereto as Exhibit"B". Section 3. That a copy of the caption of this Resolution be spread upon the P. R. # 23975 10/08/2024 ca Minutes of the City Council. READ, ADOPTED AND APPROVED THIS day of , A.D., 2024, at a Regular Meeting of the City Council of the City of Port Arthur, by the following vote: AYES:(Mayor) Councilmembers: NOES: Thurman "Bill" Bartie Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS ORM: Roxann Pais Cotroneo, Esq. City Attorney APPROVED FOR ADMINISTRATION: d,- / Ron urt , CP City Manager Ch&L,1SA 4 Chandra Alpough, CPM Director of Parks and Recreation P. R. # 23975 10/08/2024 ca APPROVED AS TO AVAILABILITY OF FUNDS: Lynda oswel Director of Finance Clifton Williams, CPPB Purchasing Manager Exhibit "A" )fty."4't � � \§ 4,..., 0.. V ZIJ / \ \ ƒ m o m 2 \ \ \ m 0 § .§ k G \ I - § ' In 7 \ k / A - L. «k 2 / 3 .' m « \ § 2 "t % § O \ \ 4 . f ! _ 2 { Q / / / � -c z 2 / : i % 0 % ( 0 CO _\ ■ § m _ � v -0 4. § 04 cc v / ^ "" Exhibit "B" AN AGREEMENT FOR LANDSCAPING AT THE PRIMARY AND SECONDARY WAYFINDING MONUMENT SIGN LOCATIONS BETWEEN THE CITY OF PORT ARTHUR AND KT MAINTENANCE COMPANY, INC. 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 KT MAINTENANCE COMPANY, INC., hereinafter called "CONTRACTOR". WITNESSED: That for and in consideration of the payments,terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The CONTRACTOR will commence the work required by the Contract Documents upon Receipt of a Notice to Proceed. The work to be performed under this Contract will be completed within one year of commencement. 2. 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 ten(10) days written notice. Any terms and conditions stated in original specifications will apply to any extended periods. 3. The CONTRACTOR will provide landscaping at the primary and secondary wayfmding monument sign locations for the City of Port Arthur as stated in the Contract Documents. 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 perform the repairs delineated in the bid specifications. 5. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for a budgetary impact of $49,558.00. 6. The term"Contract Documents" means and includes the following: a) Agreement b) Advertisement for Request for Proposal c) Addendum d) General Information e) Specifications f) Proposal g) Notice of Award h) Notice to Proceed 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 Signed on the day of 2024 ATTEST KT MAINTENANCE COMPANY, INC. BY CITY SECRETARY CITY OF PORT ARTHUR Request for Bids Landscaping at Wayfinding Signs Location August 7, 2024 August 14, 2024 PUBLIC NO1ICI: CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR BID Notice is hereby given that sealed bids, addressed to the City of Port Arthur,will be received at the Office of the City Secretary,City Hall 444 4th Street or P.0 Box 1089,Port Arthur,Texas 77641 no later than 3:00 p.m.,Wednesday,August 28,2024 and all bids received will thereafter be opened and read aloud at 3:15 p.m.. on Wednesday,August 28, 2024 in the City Council Chambers, 5th Floor,City Hall,Port Arthur.Texas for certain services briefly described as: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS Bids received after the deadline stated above,regardless of method of delivery,will not be considered and returned unopened Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,444 4th Street, City of Port Arthur, and are open for public inspection without charge.They can also be retrieved from the City's website at www.portarthur.net or www.publicpurchase.com. NON MANDATORY PRE-BID MEETING IS SCHEDULED FOR THURSDAY,AUGUST 15,2024 AT 10:00 A.M.AT RECREATION CENTER LOCATED AT 1308 9TH AVENUE PORT ARTHUR.TEXAS The City of Port Arthur reserves the right to reject any and all bids and to waive informalities. Per Chapter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance, the City Council shall not award a contract to a company that is in arrears in its obligations to the City. PUBLIC NOTICE CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR BID Clifton Williams Purchasing Manager aled bids,addressed to the City of Port Arthur will be received at the _ sty Hall 444 4th Street or P.O.Box 1089, Port Arthur.Texas 77641 no hater than 3:00 p.m„Wednesday,August 28,2024 and all bids received will thereafter be opened land read aloud at 3:15 p m.,on Wednesday,August 28,2024 in the City Council Chambers. 5th Floor,City Hall,Port Arthur.Texas for certain services briefly descnbed as: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS j Bids received after the deadline stated above,regardless of method of delivery,will not be considered and returned unopened. Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,444 4th Street.City of Port Arthur.and are open for public inspection without charge.They can also be retrieved from the City's website at www.portarthur.net or www.publicpurchase.com. NON MANDATORY PRE-BID MEETING IS SCHEDULED FOR THURSDAY.AUGUST 15,2024 AT 10:00 A.M.AT RECREATION CENTER LOCATED AT 1308 9TH AVENUE,PORT ARTHUR,TEXAS The City of Port Arthur reserves the right to reject any and all bids and to waive informalities. Per Chapter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance, the City Council shall not award a contract to a company that is in arrears in its obligations to the City. Clifton Williams Purchasing Manager cr„ n -CITY OF PORT ARTHUR,TEXAS ADDENDUM NO. ONE (1) nrt rtlrrrr Teau August 27, 2024 BID FOR: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows addressing questions asked 1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, September 11, 2024. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, September 11, 2024 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. (? 4 n ri GI�uG� Cli Williams Purchasing Manager Signature of Proposer Date Company Vendor Name City of 0 , -CITY OF PORT ARTHUR, TEXAS Vt-t �tiz,?`�-- ADDENDUM NO.TWO(2) September 9,2024 BID FOR: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS The following clarifications, amendments,deletions,additions,revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows addressing questions asked 1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, September 18, 2024. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, September 18,2024 in the City Council Chambers,City Hall, 5th Floor,Port Arthur,TX. You are invited to attend. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. (7J. ;rt. �,cJ��� Cli An Williams Purchasing Manager Signature of Proposer Date Company Vendor Name ti / THURMAN BILL BARTIE,MAYOR RONALD BURTON,CPM DONEANE BECKCOM, City of CITY MANAGER MAYOR PRO TEM SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE BAE LEWIS,JR o r 1 r t It u r TIFFANY L.HAMILTON EVERFIELD l c ras JAMES M.BLACK HAROLD L.DOUCET,SR. INTERIM CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. AUGUST 5,2024 REQUEST FOR PROPOSAL LANDSCAPING AT WAYFINDING SIGNS LOCATIONS DEADLINE: Sealed proposal submittal must be received and time stamped by 3:00p.m., Central Standard Time, Wednesday, August 28,2024. (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15p.m. on Wednesday, August 28, 2024. in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud. MARK ENVELOPE: P24-061 DELIVERY ADDRESS:Please submit one(1)original and three(3)exact duplicate copies and one USB of your RFP to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET,4th Floor PORT ARTHUR,TEXAS 77641 PORT ARTHUR,TEXAS 77640 POINTS OF CONTACT: Questions concerning the Request for Proposal should be directed in writing to: City of Port Arthur, TX Clifton Williams,Purchasing Manager P.O. Box 1089 Port Arthur,TX 77641 Clifton.Williams@portarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams, P.O.Box 1089(444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 Nor �■ �' The enclosed REQUEST FOR PROPOSAL (RFP)and accompanying General Instructions are for your convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted. egot3'lL GlA:aeurut- Clifton Williams Purchasing Manager Page 2 of 24 REQUESTS FOR PROPOSALS LANDSCAPING AT WAYFINDING SIGNS LOCATIONS (To be Completed ONLY IF YOU DO NOT BID.) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid,we would appreciate your response regarding the reason(s). Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: this time only not this commodity/service only Yes No Does your company provide this product or services? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City, State, Zip Code: Date: Page 3 of 24 NON MANDATORY PRE-BID CONFERENCE A Non Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and prospective bidders for Landscaping at Wayfinding Signs Locations will be held at the Recreation Center located at 1308 91 Avenue, Port Arthur TX on Thursday, August 15, 2024 at 10:00 a.m. The purpose of the Non Mandatory Pre-Bid Conference is to make certain that the scope of work is fully understood, to answer any questions, to clarify the intent of the Contract Documents, and to resolve any problems that may affect the project construction. No addendum will be issued at this meeting, but subsequent thereto, the Purchasing Manager, if necessary, will issue an addendum(s)to clarify the intent of the Contract Documents. Page 4 of 24 Wayfinding Skins Landscaping Scope of Work GENERAL DESCRIPTION The City of Port Arthur Parks and Recreation Department seeks request for proposals (RFP) from qualified lawn and landscape management firms to provide annual landscaping and grounds maintenance services for the Wayfinding Signs located throughout the City. The purpose of this RFP is to describe the minimum requirements needed to perform the proper maintenance of the signs. WAYFINDING MONUMENT SIGN LOCATIONS Listed below are the locations of the Wayfinding Monument Signs, the square footage of the area to be landscaped and a summary of the plantings in that area. Wayfinding Monument Square Sign Area Footage Summary of Plants 300 Woodworth Blvd 3000 Lilac Chaste Tree (Vitex) Flax Lily Wedelia Natal Plum Purple Trailing Lantana 444 4th Street 125 Wedelia Adagio Maiden Grass 3918 WHO Mills Blvd 4000 Lilac Chaste Tree (Vitex) Flax Lily Adagio Maiden Grass Dwarf Oleander 2838 Highway 365 4500 Lilac Chaste Tree (Vitex) Flax Lily Adagio Maiden Grass Dwarf Oleander 1785 W TB Ellison Parkway 6000 Natal Plum Dwarf Oleander Agagio Maiden Grass Wedelia 6929 Gulfway Drive 4000 Lilac Chaste Tree (Vitex) Flax Lily Adagio Maiden Grass Dwarf Oleander Page 5 of 24 SCOPE OF WORK The City of Port Arthur Parks and Recreation Department seeks proposals from qualified vendors to provide all equipment, materials, labor, and transportation necessary to provide landscaping and maintenance services to the Wayfinding Monument Signs specified in the REP. Maintenance of new planting shall consist of pruning, cultivating, watering, weeding, fertilizing, mulching, resetting to proper grades or vertical position, and performing other operations as required to establish healthy, viable plantings. It also includes spraying or treating them as required to keep trees and shrubs free of insects and diseases. The responsibilities and frequency of some of the tasks to be performed are listed below. Task Frequency Existing Plants - Maintain them by pruning, trimming March-October are twice a and general care to all trees, shrubs and plants. month; November— February once a month Weeding Flower Beds— This shall always be done by March-October are twice a hand and not by weed eater equipment. month; November— Photographic proof is needed after completing this February once a month task every other week. Shrubbery — Trimmed by hedge trimmers only and not March-October are twice a by a weed eater or other ulterior methods. month; November— Inspected and trimmed as needed at all locations. February once a month Leaves — All leaves on the ground will be removed and March-October are twice a month; November — bagged February once a month Blowing - Clippings and other lawn debris shall not be March-October are twice a blown into the street or down storm drains. month; November — February once a month March-October are twice a Trash Pickup —Area should have debris removed. month; November — February once a month Fertilize with premium tree and shrub fertilizer Twice a year Install 2 inches of shredded mulch over entire bed area once in Spring once in autumn. Twice a year ADDITIONAL INFORMATION • Irrigation System -All Wayfinding Monument Areas have irrigation systems. Regular deep watering to all planting until there are definite signs that the trees have been established, new growth is apparent, and no trees are experiencing stress conditions. Maintenance of the irrigation system shall consist of monitoring 4 and adjustment of the duration and frequency of the watering schedule, adjustment of heads for coverage and elevation, repair of leaks in both mains and Page 6 of 24 lateral lines and all other work required to establish a complete working irrigation system. The Contractor shall be responsible for damages to the irrigation system caused by maintenance operations. • Watering - Frequent watering to the areas to insure against drying. This may be accomplished as mentioned above through the irrigation system, hand watering or portable sprinklers. The Contractor shall monitor the settings of automatic sprinkler controls and recommend necessary adjustments according to climatic changes. Upon completion of work, clean areas, remove tools, supplies and equipment. Wash down curbs and pavement areas. Scrub curbs and walks as necessary to ensure a clean surface. Provide a site clean and free of materials and suitable for use as intended. Page 7 of 24 The City of Port Arthur requires comprehensive responses to every section within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. To facilitate the review of the responses, Firms shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the intent to constrain Vendors with regard to content,but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages of the proposal must be numbered and the proposal must contain an organized, paginated table of contents corresponding to the sections and pages of the proposal. A.) QUALIFICATIONS& CAPABILITIES The offeror shall provide the following information. 1) Experience with Municipal governments. 2) Experience with similar work for the firm and individuals assigned to related projects of similar nature. 3) The number of years in business. 4) Professional affiliations and certifications. 5) Describe you plan schedule for completing work. B.) REFERENCES Include three (3) business references for which similar services have been provided. Include the following: 1) The term (beginning and ending dates) of your contract agreement(s); 2) A brief description of the scope of work; and 3) Contact name, title, address, email, and telephone number. The offeror(s) hereby authorize(s) and request(s) any person, firm, corporation and/or government entity to furnish any information requested by the City in verification of the references provided and for determining the quality and timeliness of providing the services. See Appendix C. C.)COST Please include the expected amount your firm would be compensated for services provided to the City of Port Arthur. Please state your base cost which is the set cost the City will pay. Please state any additional cost that may be needed during the contract such as equipment rentals, additional man hours, materials, etc.. The cost proposal must be included in each copy of the proposal. D.)PORT ARTHUR BUSINESS Points are given to a contractor located in the City of Port Arthur. Portions of these points may be given to a contractor sub-contracting to a Port Arthur contractor. Page 8 of 24 EVALUATION AND SELECTION PROCESS All proposals will be screened by an evaluation committee and those proposers selected for a short list may be invited to attend an interview,at the proposers own expense. Any invitation for an oral presentation will be solely for the purpose of clarifying proposals received from each qualifying proposer, and will not represent any decision on the part of the evaluation committee as to the selection of a successful proposer. The City will evaluate all responses based on the experience, personnel qualifications, references, methodology/strategy, cost, and quality of response. The City reserves the right to negotiate the final fee prior to recommending any Vendor for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100 point scale and shall be based on the following criteria: a. Qualifications& Capabilities(55points) b. References(10 points) c. Cost(30 points) d. Port Arthur Business(5 points) 2. City staff shall recommend the most qualified Vendor to the City Council and request authority to enter into contract negotiations. 3. When services and fees are agreed upon,the selected Vendor shall be offered a contract subject to City Council approval. 4. Should negotiations be unsuccessful,the City shall enter into negotiations with the next, highest ranked Vendor. The process shall continue until an agreement is reached with a qualified Vendor. 5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s)shall pay their own costs incurred in preparing for,traveling to and attending interviews. The City reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process)that might affect the City's judgment as to the appropriateness of an award to the best evaluated proposer. This information may be appended to the proposal evaluation process results. Page 9 of 24 GENERAL INFORMATION: Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions as directed. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and `Proposal" shall be equivalent. AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these specifications. The City reserves the right to award on the basis of the Lowest and Best Offer in accordance with the laws of Texas,to waive any formality or irregularity, and/or to reject any or all proposals. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations,alteration,or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request, over the signature of an authorized individual,to the Purchasing Division any time prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if submitted after the deadline. CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C,Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee,official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public monies under any contract by the City with such person until such person has paid all obligations and debts owed to the City,or has made satisfactory arrangements to pay the same. ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. It Page 10 of 24 PF is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. All addenda will be numbered consecutively, beginning with 1. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel)in Port Arthur,the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics,the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Accounts Payable,P.O. Box 1089,Port Arthur,Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur,in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax;therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any portion of these requirements. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest,direct or indirect,in this Contract;and,the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP. Page 11 of 24 QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE:If,through any cause,the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above,the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least thirty(30)days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph hereof relative to termination shall apply. Page 12 of 24 RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE:All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract,whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or$500,000 each person/$5 00,000 per occurrence for contracts of$100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage$100,000 per occurrence regardless of contract amount;and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or,Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). a. Minimum combined single limit of$500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and$100,000 per occurrence for property damage. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers,effective dates and expiration dates)and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, Page 13 of 24 and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered,modified or canceled unless at least fifteen (15)days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form(s) shall in any event be filed with the City of Port Arthur not more than ten(10)days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten(10)days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between OWNER and CONTRACTOR. PERFORMANCE AND PAYMENT BOND REOUIREMENTS: Per Government Code Chapter 2253. Bonds. If the contract exceeds fifty thousand dollars ($50,000) a payment bond is required. If the contract exceeds one hundred thousand dollars ($100,000) a performance bond is required. Performance and Payment Bonds shall be furnished on prescribed forms in the amount of one hundred percent (100%) of the contract price with corporate surety duly authorized to do business in the State of Texas. Attorneys-in-fact who sign Bonds must file with each bond a certified and effective date copy of their Power of Attorney. Page 14 of 24 APPENDICES A. Cost Proposal B. Vendor References C. Letter of Interest D. Affidavit E. Conflict of Interest Questionnaire F. List of Locations G. HB 89 H. SB 252 I. Non-Collusion Affidavit Page 15 of 24 APPENDIX A CITY OF PORT ARTHUR, TEXAS BID SHEET BID FOR: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS BID DUE DATE:JUNE 26,2024 ITEM# QUANTITY UOM DESCRIPTION MONTHLY ANNUAL COST COST 1 12 MTH 300 WOODWORTH BLVD $ $ 2 12 MTH 444 4TH STREET $ $ 3 12 MTH 3918 W H.O.MILLS BLVD. 4 12 MTH 2838 HIGHWAY 365 1785 W.TB ELLISON 5 12 MTH PARKWAY 6 12 MTh 6929 GULFWAY DRIVE PLEASE STATE ANY ADDITIONAL FEES THAT MAY BE REQUIRED IN THIS CONTRACT ON A SEPARATE PAGE. COMPANY NAME STREET ADDRESS SIGNATURE OF BIDDER P.O.BOX PRINT OR TYPE NAME CITY STATE ZIP TITLE AREA CODE TELEPHONE NO EMAIL FAX NO Page 16 of 24 APPENDIX B VENDOR REFERENCES Please list at least three (3) companies or governmental agencies where the same or similar products and/or services as contained in this specification package were recently provided. THIS FORM MUST BE RETURNED WITH YOUR BID. REFERENCE ONE Government/Company Name: Address: Contact Person and Title: Phone: Fax: Contract Period: Scope of Work: REFERENCE TWO Government/Company Name: Address: Contact Person and Title: Phone: Fax: Contract Period: Scope of Work: REFERENCE THREE Government/Company Name: Address: Contact Person and Title: Phone: Fax: Contract Period: Scope of Work: IOFFEROR MUST RETURN THIS PAGE WITH OFFER Page 17 of 24 APPENDIX C LETTER OF INTEREST RFP—LANDSCAPING AT WAYFINDING SIGNS LOCATIONS DEADLINE: AUGUST 15 2024 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX(City) to supply Landscaping at Wayfinding Signs for City of Port Arthur.Enclosed,and by this reference incorporated herein and made a part of this RFP,are the following: ❖ Bid Cost ❖ Completed RFQ Letter of Interest Form ❖ Completed Affidavit ❖ Completed Conflict of Interest Form ❖ Completed Non-Collusion Affidavit ❖ FIB 89 ❖ SB 252 Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. Firm Name Date Authorized Signature Title Name (please print) Telephone Email Page 18 of 24 APPENDIX D AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. Firm Name Date Authorized Signature Title Name (please print) Telephone Email STATE: COUNTY: SUBSCRIBED AND SWORN to before me by the above named on this the day of ,20 Notary Public RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL Page 19 of 24 APPENDIX E CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B.23,e4th Leg.,Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176.Local Government Code,by a vendor who Date Received has a business relationship as defined by Section 178.001(1-a)with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.008(a-1),Local Government Code. A vendor commits art offense if the vendor knowingly violates Section 176.008,Local Government Code.An offense under this section is a misdemeanor. J Name of vendor who has a business relationship with local governmental entity. l l Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated t ' completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) Name of local government officer about whom the information is being disclosed. Name of Officer Al Describe each employment or other business relationship with the local government officer,or a family member of the officer,as described by Section 176.003(a)(2)(A).Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described.Attach additional pages to this Form CIO as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable Income, other than investment income,from the vendor? a Yes a No B. Is the vendor receiving or likely to receive taxable income,other than investment Income,from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? n Yes No J Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director,or holds an ownership interest of one percent or more. J nl�l Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts I as described in Section 176.003(a)(2)(B),excluding gifts descrlioed in Section 176.003(a-1). Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 Page 20 of 24 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form. Local Government Code§176.001(1-a):"Business relationship"means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an agency of a federal,state,or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public;or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by,and reporting to,that agency. Local Government Code§176.003(a)(2)(A)and(B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds$2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than$100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed;or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code§176.006(a)and(a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity,or a family member of the officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any gift described by Section 176.003(a-1);or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity;or (B) submits to the local governmental entity an application,response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity;or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer,or a family member of the officer,described by Subsection(a); (B) that the vendor has given one or more gifts described by Subsection(a);or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 Page 21 of 24 APPENDIX F House Bill 89 Verification (Person name), the undersigned representative (hereafter referred to as "Representative") of (company or business name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following: 1. That Representative is authorized to execute this verification on behalf of Business Entity; 2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any contract that will be entered into between Business Entity and the City of Port Arthur; and 3. That Representative understands that the term "boycott Israel" is defined by Texas Government Code Section 2270.001 to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. SIGNATURE OF REPRESENTATIVE SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this day of , 20 Notary Public Page 22 of 24 APPENDIX G SB 252 CHAPTER 2252 CERTIFICATION I, , the undersigned and Representative of (Company or Business Name) being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further certify that should the above- named company enter into a contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran, Sudan or any Foreign Terrorist Organization, I will immediately notify the City of Port Arthur Purchasing Department. Name of Company Representative (Print) Signature of Company Representative Date Page 23 of 24 APPENDIX H NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § STATE OF TEXAS By the signature below,the signatory for the bidder certifies that neither he nor the firm,corporation, partnership or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State,codified at Section 15.01,et seq.,Texas Business and Commerce Code, or the Federal antitrust laws,nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature: Printed Name: Printed Name: Title: Company: Date: SUBSCRIBED and sworn to before me the undersigned authority by the of, on behalf of said bidder. Notary Public in and for the State of Texas My commission expires: Page 24 of 24 0 err rttrr;r P24-061 CITY OF PORT ARTHUR, TEXAS LANDSCAPING AT WAYFINDING SIGNS LOCATIONS KT MAINTENANCE COMPANY, INC. 800 PROCTER STREET PORT ARTHUR, TEXAS 77640 r � KT M CITY OF PORT ARTHUR,TEXAS PROPOSAL LANDSCAPING AT WAYFINDING SIGNS LOCATIONS TABLE OF CONTENTS KT MAINTENANCE COMPANY,INC. P24-061 PROPOSAL COVER 1 ADDENDUM NO,ONE(1)AUGUST 27,2024 2 ADDENDUM NO TWO(2)SEPTEMBER 9,2024 3 APPENDIX A-CITY OF PORT ARTHUR,TEXAS,BID SHEET(PAGE 16 OF 24) 4 APPENDIX B-VENDOR REFERENCES(PAGE 17 OF 24) 5 APPENDIX C-LETTER OF INTEREST(PAGE 18 OF 24) 6 APPENDIX D=AFFIDAVIT(PAGE 19 OF 24) 7 APPENDIX E-CONFLICT OF INTEREST QUESTIONNAIRE(PAGE 20 OF 24) 8 APPENDIX F-HOUSEBILL 89 VERIFICATION(PAGE 22 OF 24) 9 APPENDIX G-SB 252 CHAPTER 2252 CERTFICATION(PAGE 23 OF 24) 10 APPENDIX H-NON-COLLUSION AFFIDAVIT(PAGE 24 OF 24) 11 APPENDIX I-QUALIFICATIONS AND CAPABILITIES 12 APPENDIX J-COST BREAKDOWN&SCHEDULE 13 KTM KT Maintenance Company, Inc. Industrial Contractors September 17, 2024 P24-061 City of Port Arthur Texas Landscaping at Wayfinding Signs Locations To Whom It May Concern: KT Maintenance Company, Inc. would like to thank the City of Port Arthur,Texas for this bid opportunity. We believe we find ourselves in a unique position. Having just completed the Wayfinding Signs Landscaping project; we know exactly what it takes to successfully maintain the landscaping to be esthetically pleasing;and, have applied every opportunity for cost-savings to the City of Port Arthur within our bid. KT Maintenance Company, Inc. total annual bid for Landscaping at the six (6) Wayfinding Sign Locations is FORTY-NINE THOUSAND, FIVE HUNDRED FIFTY-EIGHT AND NO/00($49,558.00) DOLLARS. Included herein are Table of Contents, Addendums One (1) and Two (2); Appendices A through H as required in bid documents; along with Appendices I and J, included as a part of our bid. It is our sincere hope that this proposal meets with your complete approval. If you have any questions, please do not hesitate to contact us. Regards, James Bowers General Manager James.Bowers@ktmaintenance.com Mobile:409-720-9810 -1- 800 Procter Street, Port Arthur,Texas 77640 Phone (409) 982-9952 Fax (409) 982-4851 -CITY OF PORT ARTHUR,TEXAS ADDENDUM NO. ONE (1) August 27,2024 BID FOR: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows addressing questions asked 1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, September 11, 2024. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, September 11, 2024 in the City Council Chambers, City Hall, 5th Floor,Port Arthur, TX. You are invited to attend. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. /�t4r. G(Alin,- Clif Williams Purchasing Manager 9r. /7/. 61';1\ Signature of Proposer Date [' r Company Vendor Name j -2- -CITY OF PORT ARTHUR,TEXAS ADDENDUM NO. TWO (2) September 9,2024 BID FOR: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS The following clarifications,amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows addressing questions asked 1. DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m.. Central Standard Time, Wednesday, September 18, 2024. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, September 18, 2024 in the City Council Chambers, City Hall, 5th Floor, Port Arthur,TX. You are invited to attend. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. CAbn Williams Purchasing Manager /1 4 ,) sly / r," ti LY/, $ g`nature of Proposer Date / KT Maintenance Company, Inc. Company Vendor Name -3- APPENDIX A CITY OF PORT AR THUR, TEXAS BID SHEET BID FOR: LANDSCAPING AT WAYFINDING SIGNS LOCATIONS BID DUE DATE:JUNE 26,2024 ITEM# QUANTITY UOM DESCRIPTION MONTHLY ANNUAL COST COST 1 12 MTH 300 WOODWORTH BLVD $ 391.25 $ 7,824.95 2 12 MTH 444 4TH STREET $ 142.27 $ 2,845.44 3 12 MTH 3918 W H.O. MILLS BLVD. 450.53 9,010.55 4 12 MTH 2838 HIGHWAY 365 497.95 9,959.02 1785 W.TB ELLISON 5 12 MTH PARKWAY 497.05 9,959.02 6 12 MTH 6929 GULFWAY DRIVE 497.95 9,959.02 PLEASE STATE ANY ADDITIONAL FEES THAT MAY BE REQUIRED IN THIS CONTRACT ON A SEPARATE PAGE. KT Maintenance Company, Inc. 800 Procter Street COMPANY NAME STREET ADDRESS =� 2 i3IGNATURE OF BIDDER P.O. BOX James Bowers Port Arthur, Texas 77640 PRINT OR TYPE NAME CITY STATE ZIP General Manager 409-982-9952 TITLE AREA CODE TELEPHONE NO James.Bowers@ktmaintenance.com 409-982-4851 EMAIL FAX NO Page 16 of 24 -4- APPENDIX B VENDOR REFERENCES Please list at least three (3) companies or governmental agencies where the same or similar products and/or services as contained in this specification package were recently provided. THIS FORM MUST BE RETURNED WITH YOUR BID. REFERENCE ONE Government/Company Name: Bechtel - ExxonMobil SCANfining Project Address: Langham Rd. Beaumont, Texas Contact Person and Title: Charlott Duso, Field Procurement Manager Phone: Fax: Email:CCDuso©Bechtel.com Contract Period: 2016 - 2018 Scope of Work: Grounds Maintenance REFERENCE T 4 -..-.f''-a4�-5 .T' ✓'�`. _ �..¢ -.. � _..�. �, -. -, --may Government/Company Name: Motive PAR Address: Contact Person and Title: Michael Bryce, Supply Chain Specialist, Base Plant Phone: 409-971-4537 Fax: Email: Michael.Bryce©Motiva.com Contract Period: 2022 - Present Scope of Work: Mowing Downtown PA Locations E EERENCE THREE Government/Company Name: City of Port Arthur/Pleasure Island Address: Contact Person and Title: George Davis, Director of Pleasure Island Phone: 409-982-4675 Fax: Email:George.Davis@PortArthurTx.gov Contract Period: Various Projects since 08/2022 Scope of Work: Fence&Gate Repairs& Installation OFFEROR MUST RETURN THIS PAGE WITH OFFER Page 17 of 24 -5- APPENDIX C LETTER OF INTEREST RFP—LANDSCAPING AT WAYFINDING SIGNS LOCATIONS DEADLINE: AUGUST 15 2024 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City) to supply Landscaping at Wayfinding Signs for City of Port Arthur. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following: ❖ Bid Cost ❖ Completed RFQ Letter of Interest Form ❖ Completed Affidavit :• Completed Conflict of Interest Form ❖ Completed Non-Collusion Affidavit ❖ HB 89 ❖ SB 252 Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. KT Maintenance Company, Inc. 6.77//�,�J �,26c. Firm Name 'Date/ ) F r F'{jr t �,,,. .. General Manager /James Aii horized SignatureTitle Bowers 409-982-9952 Name(please print) Telephone James.Bowers©ktmaintenance.com Email Page 18 of 24 -6- APPENDIX D AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: X I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. KT Maintenance Company, inc. e)� , r� Firm Name D to ,„>-,7040 President Authorized anature Title Kenny L. Tims, Sr. 409-982-9952 Name (please print) Telephone Kenny.Tims@ktmaintenance.com Email STATE: to r<s COUNTY: le-1-4 c SUBSCRIBED AND SWORN to before me by the above named k t v L 1 i v 5 <S r, on this the ( day of Se j lc kA:t5 e , 20 , y . Notary Public RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL 440 i. NANCY L CANIZALES r°%JL4 Notary ID%125994012 Page 19 of 24 0t ; My Commission Expires ''t�tC4`�`' March 3,2027 -7 APPENDIX E /- "" CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B.23,84th Leg.,Regular Session. OFRCE USE ONLY This questionnelre is being bled in accordance with Chapter 176,Local Government Cods,by a vendor who has a business relationship as defined by Section 178.00t(t.a)with a local governmental entity and the Gate Recdved vendor meets requirements under Section 178,006(a). By law this questlavlaire must be tiled with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. Sae Section 176.008(a•1),Local Government Code. A vendor commits an offense it the vendor knowingly violates Section 178.006:Local Government Code.An offense under this section is a misdemeanor. J Name of vendor who Ms a business relationship with local governmental entity. Check this box Ifyou re filingan to a previouslyfiled update questionnaire.(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was Incomplete or inaccurate.) 1.1 Name of local government officer about whom the Information Is being disclosed. Name of Officer ,J Describe each employment or other business relationship with the local government officer:or a family member of the officer,as described by Section 179.003(a)(2)(A).Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described.Attach additional pages to this Fonn CIQ as necesary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment Income,from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income.other than investment income,from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes n No J Describe each or business relatio nship that the vendor named in Section 1 maintains with•corporation or other business entity with respect to which the local government officer serves as,an officer or director,or holds an ownership Interest of one percent or more. J f�l Check this box it the vendor has given the local government officer or a family member of the officer one or more gifts f ' as described In Section 176.003(a)(2)(8),excluding gifts descrbed in Section 176.003(a-1). ,J Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission www.ethlcs.state,tx,us Revised 11130,2015 Page 20 of 24 -8- CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code may be found at hitp://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form. Local Government Code 4 176.001(1-a):'Business relationship"means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an agency of a federal,state,or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public;or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by,and reporting to,that agency. Local Government Code A 176.003(a112M)and(8): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor it: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income,that exceeds$2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than$100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed;or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code 4176.006(a)and(a-1) (a)A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity,or a family member of the officer,describedby Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity,or a family member of the officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any gift described by Section 176.003(a-1);or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity;or (B) submits to the local governmental entity an application,response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity;or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer,or a family member of the officer,described by Subsection(a); (B) that the vendor has given one or more gifts described by Subsection(a);or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 Page 21 of 24 APPENDIX F House Bill 89 Verification I, Kenny L.Tims, Sr. (Person name), the undersigned representative (hereafter referred to as "Representative") of KT Maintenance Company, Inc. (company or business name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following: 1. That Representative is authorized to execute this verification on behalf of Business Entity; 2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any contract that will be entered into between Business Entity and the City of Port Arthur; and 3. That Representative understands that the term "boycott Israel" is defined by Texas Government Code Section 2270.001 to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. �jy>•! ,�r—�"?��f� wry; �''��.+Jy. �SIGNATU OF REPRESENTATIVE SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this Cr- day of E W V" .20� - - *a" , NANCY L CANIZALES • i � Notary ID#125994012 N, �•' My Commission Exp'res of t`' March 3, 2027 Vic .,ky Notary Public Page 22 of 24 -9- APPENDIX G SB 252 CHAPTER 2252 CERTIFICATION 1, Kenny L. Tims, Sr. , the undersigned and Representative of KT Maintenance Company, Inc. (Company or Business Name) being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further certify that should the above- named company enter into a contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran, Sudan or any Foreign Terrorist Organization, I will immediately notify the City of Port Arthur Purchasing Department. Kenny L. Tims, Sr. Name of Company Representative (Print) Signature Company Representative Ocikih.c Date Page 23 of 24 -10- APPENDIX H NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § STATE OF TEXAS By the signature below,the signatory for the bidder certifies that neither he nor the firm,corporation, partnership or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State,codified at Section 15.01,et seq.,Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature: � Printed Name: Printed Name: Kenny L. Tims, Sr. Title: President Company: KT Maintenance Company, Inc. Date: Ci f 7/j.G- ` SUBSCRIBED and sworn to before me the undersigned authority by K the 4s� of, r on behalf of said bidder. ,e,, NANCY L cANIZ,a;.t5 Notary Public in and fol.the Notary ID tit �eao,a State of Texas 4:N4 : My Commission Expires ''2'�t4''' March 3. 2027 My commission expires: j 13 r Cj 1-1 Page 24 of 24 -11- APPENDIX I A. Qualifications and Capabilities 1) KT Maintenance Company, Inc. has a long history of working with the City of Port Arthur. Our more recent projects include: • 2023 —Replace Fence and Gates Pleasure Island Marina • 2023 — Plaster Repair Rosehill • 2022— Fence / Gates Pleasure Island RV Park • 2022— Repair/Replace fence—Pleasure Island 2) KT Maintenance Company, Inc. experience with similar work: • 2016— 2018 Grounds Maintenance for Bechtel; while Bechtel was working on ExxonMobil's SCANfining Project. • 2022— Present, Motiva PAR mowing and maintaining almost one hundred (100) downtown locations 3) KT Maintenance Company, Inc. was incorporated in 1993; and has maintained a business presence since that time. 4) KT Maintenance Company, Inc.'s professional affiliations include, but are not limited to: • Port Arthur Business Enterprise (PABE) • The Golden Triangle Business Roundtable (GTBR) • Port Arthur Chamber of Commerce 5) Plan Schedule for Completion —Please see Appendix) B. References— Please see Appendix B—As required by RFP C. Cost— Please see Appendix A —As required by RFP 1) Please see Appendix)for additional cost breakdown information 2) Note —There will be an additional cost for installation, maintenance and repairs of sprinkler systems D. KT Maintenance Company, Inc. is a Port Arthur Business Enterprise (PABE) -12- KTM Cost Break 1 2 3 4 5 6 7 8 9 IC Date 09/09/24 09/24/24 10/09/24 10/24/24 11/23/24 12/23/24 01/22/25 02/21/25 03/08/25 03/23/25 04 location SF 300 Woodworth Blvd 3000 6 6 6 6 6 6 6 12 6 6 444 4th Street 125 2 2 2 2 2 2 2 6 2 2 3918 W HO Mills Blvd 4000 6 6 6 6 6 6 6 22 6 6 2838 Highway 365 4500 6 6 6 6 6 6 6 30 6 6 1785 W TB Ellison Parkway 6000 6 6 6 6 6 6 6 30 6 6 6929 Gulfway Drive 4000 6 6 6 6 6 6 6 30 6 6 SF Total 21625 Totals MH 32 32 32 32 32 32 32 130 32 3: Labor Cost $ 1,272.00 5 1,272.00 $ 1,272.00 $ 1,272.00 $ 1,272.00 $ 1,272.00 $ 1,272.00 $ 5,167.50 $ 1,272.00 $ • Equipment Cost $ 375.00 $ 375.00 $ 375.00 $ 375.00 $ 375.00 $ 375.00 $ 375.00 $ 375.00 $ 375.00 $ Material Cost $ 3,588.48 Consumable Costs)Chemicals,Fuel Bags,PPE,and Other) $ 82.50 $ 82.50 $ 82.50 $ 82.50 $ 82.50 $ 82.50 $ 82.50 $ 82.50 $ 82.50 $ TOWS PerSet** S 7.T».I' $ 7.72910 $1.71$4$ $ 1.72$d0 $ 3.72$14 $ L7 1 1 VAN $ 9.Z114$ $UMW S location Cost by Square Feet Location SF Percentages Monthly Annual 300 Woodworth Blvd 3000 15.79% $ 391.25 $ 7,824.95 444 4th Street 125 5.74% 5 142.27 $ 2,845.44 3918 WHO Mills Blvd 4000 18.18% $ 450.53 $ 9,010.55 2838 Highway 365 4500 20.10% $ 497.95 $ 9,959.02 1785 W TB Ellison Parkway 6000 20.10% $ 497.95 $ 9,959.02 6929 Gulfway Drive 4000 20.10% $ 497.95 $ 9,959.02 Totals 244tt $ z.ona $AXIS