HomeMy WebLinkAboutPR 23965: AGREEMENT WITH SMITH'S REMODELING, GRASS CUTTING SERVICES, CIVIC CENTER Memorandum
City of Port Arthur, Texas
Robert A. "Bob"Bowers Civic Center
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Adam J Saunders, Civic Center Dir
RE: Proposed Resolution No. P.R. 23965
REQUEST:
The Civic Center Department is responsible for grass cutting services for eight City of Port
Arthur owned buildings. Smith's Remodeling of Port Arthur was the lowest bidder. Smith's
Remodeling of Port Arthur, TX will perform the Grass Cutting Services at the Civic Center
Department buildings for $1285.00 per cut at an estimated 44 cuts per year for a total cost of
$56,540.00 per year. The following is a list of the buildings:
• Civic Center • West Side Dev Ctr • El Vista Comm Ctr
(Cultural Center & Clinic • Rosehill Manor
Area) • Sabine Pass Comm.
• Department Club Ctr
• Ryman Building
ANALYSIS/CONSIDERATION:
Purchasing advertised for the grass cutting services of the Civic Center Department Buildings on
September 7 and 12, 2024. The bids provided, at a per cut cost(44 cuts), are stated below:
• Smith's Remodeling $1285.00
• 3rd Coast Companies,LLC $1430.00
• Rotolo Consultants,Inc. $1863.00
• South East TX Lawn&Maintenance$1355.00
RECOMMENDATION
A resolution authorizing the City Manager to enter into an agreement with Smith's Remodeling
of Port Arthur, TX for Grass Cutting Services at the Civic Center Department buildings for an
estimated cost of$56,540.00 per year.
BUDGETARY AND FISCAL EFFECT
Funds are available in Account No. 001-15-043-5311-00-20-000-
STAFFING EFFECT
None
Pr23965
P.R. No. 23965
10/02/2024 AJS
PAGE 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO AN AGREEMENT WITH SMITH'S REMODELING OF PORT
ARTHUR, TEXAS FOR GRASS CUTTING SERVICES AT THE CIVIC
CENTER DEPARTMENT BUILDINGS FOR A TOTAL COST OF
` $56,540.00 PER YEAR. FUNDING AVAILABLE IN CIVIC CENTER LAND
MAINTENANCE ACCOUNT NUMBER 001-15-043-5311-00-20-000-
WHEREAS, there is a need for grass cutting services for the Civic Center Department
Buildings; and
WHEREAS,the Purchasing Department advertised in the Port Arthur News for bids on
September 7 and 12, 2024, with bid opening on September 25, 2024; and
WHEREAS, a copy of the bid tabulation is attached hereto as Exhibit"A"; and
WHEREAS, Smith's Remodeling of Port Arthur, Texas, was the lowest bidder; and
WHEREAS, this contract will begin from the date of the Notice to Proceed and end
September 30, 2025, with an option to renew for two (2) additional one-year renewals; and
WHEREAS,the City of Port Arthur has received a bid from Smith's Remodeling of Port
Arthur, Texas for Grass Cutting Services at the Civic Center Department buildings for a total
cost of$56,540.00 per year; and
WHEREAS, the City Council deems it is in the best interest of the City to approve and
authorize the City Manager to execute an agreement on behalf of the City of Port Arthur between
Smith's Remodeling of Port Arthur, Texas and the City of Port Arthur("City"), in substantially
the same form as set forth in Exhibit"B"; and
WHEREAS, after evaluation of the proposal,the City Council deems it is in the best
interest of the City to award the Grass Cutting Services at the Civic Center Department buildings
to Smith's Remodeling of Port Arthur, Texas,with a contract beginning from the date of the
Notice to Proceed and ending on September 30, 2025, with an option to renew for two additional
one-year renewals.
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.
Pr23965
Section 2. That,the City Manager is hereby authorized to execute an agreement
between Smith's Remodeling of Port Arthur,Texas and the City, 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 Minutes
of the City Council.
READ, ADOPTED, AND APPROVED, this day of , 2024, A.D., at a
Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote:
AYES:
Mayor:
Councilmembers:
•
NOES:
Thurman`Bill"Bartle, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPRO O FO .
Roxann Pais Cotroneo, City Attorney
APPRO D FOR ADMINISTRATION:
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Ro ald B on, C i Mana
APPR I VED AS TO FUND AVAILABILITY:
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Lynda Boswell, M.A., ICMA-CM Director of Finance
Clifton Williams, CPPB,Purchasing Manager
Pr23965
EXHIBIT "A"
Pr23965
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EXHIBIT "B"
Pr23965
R
CONTRACT FOR THE GRASS CUTTING SERVICES FOR THE CIVIC
CENTER DEPARTMENT BUILDINGS IN 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 Smith's Remodeling a(n)
herein acting by and through Christopher
Individual,firm,partnership or corporation
Smith, Owner, 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. The term of this Agreement shall begin from the date stated on the Notice to
Proceed and end on September 30, 2025, with an option for two (2) additional one
(1) year renewals, unless sooner terminated under the provision hereof. The City
can terminate this contract at its convenience which includes, but is not limited to,
funding not being available in any budget cycle within thirty (30) days written
notice.
2. The Contractor will perform Grass Cutting Services at the Civic Center Department
buildings 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 perform all the work described in the specifications
and contract documents and to comply with the terms therein for the unit prices
shown in the original bid attached hereto.
5. The term "Contract Documents" means and includes the following:
1) Agreement
2) Advertisement for Bids
3) Addenda
4) General Information
5) Specification
6) Bid
7) Notice of Award
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
7. 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 this the day of , 2024.
OWNER:
CITY OF PORT ARTHUR
By:
Ron Burton, CPM
City Manager
P.O. Box 1089
Port Arthur, TX 77641-1089
Signed and agreed on the day of , 2024.
CONTRACTOR:
SMITH'S REMONDELING
By:
Print Name:
Print Title:
CITY OF PORT ARTHUR
Request for Bids
Mowing of Civic Center Properties
September 7, 2024 September 14, 2024
PUBLIC NOTICE
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. O. Box 11189,Port Arthur, Texas 77641
Ino later than 3:00 p.m., Wednesday, September 25, 2024 and all bids received will thereafter
be opened and read aloud at 3:15 p.m., on Wednesday, September 25. 2024 the City Council
Chambers,5th Floor,City Hall,Port Arthur.Texas for certain services briefly described as:
MOWING OF CIVIC CENTER PROPERTIES
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 wetsite at www portarthur.net or www_pubiicpurchase.com.
NON MANDATORY PRE-BID MEETING IS SCHEDULED FOR TUESDAY,SEPTEMBER 17,2024
AT 2:00 P.M.AT 3401 CULTURAL CENTER DRIVE,PORT ARTHUR,TX 77640
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.
J 1
Crofton s
Purchasing Manager
i
__ PUBLIC NOTICE
CITY OF PORT ARTHUR,TEXAS
ADVERTISEMENT FOR BID I
t Arthur,will be
at
e isf hereby given that Secretary.City dHa 444 4thssed to the City of S Street or P.0. Box 1089,Port Arthur,Texas 77641
Office of the City
no later than 3:00 p.m., Wednesday, September 25, 2024 and all bids received will thereafter
i Council tr
be opened and read aloud at 3:15 p.m., on Wednesday, September 25, 2024 the City
Chambers,5th Floor,City Hall,Port Arthur.Texas for certain services briefly described as: t
i
MOWING OF CIVIC CENTER PROPERTIES
iz
Bids received after the deadline stated above,regardless of method of delivery,will not be considered
and returned unopened.
i Office.444
Copies of the Specifications and other Contract Documents are on file in the Purchasing Of
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.pubtrcpurchase.cam.
r NONAT 2:00 MANDATORY. T 3 01 CUB URAL CENTER DRIVE,PORT ARTHUR.TX 77640 SEPTEMBERID MEETING IS SCHEDULED FOR TUESDAY, 17,2024
AT
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 dams
i Purchasing Manager
y n,a„eyer
pr-
-CITY OF PORT ARTHUR,TEXAS
city of c \
ADDENDUM NO. ONE (1)
ort rthL�^
Tezres SEPTEMBER 18,2024
BID FOR: MOWING OF CIVIC CENTER PROPERTIES
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
This Contract will terminate approximately twelve (12) months from date of execution with the option to renew
two(2)additional one year periods.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
or--ifs La :e ;amt r-
Cli r n Williams
Purchasing Manager
0/P1/ A- )....4.:6a q/2__,/
Signature of P poser Date
S ReATI-0
"15.
Company Vendor Name
THURMAN BILL BARTIE,MAYOR RONALD BURTON,CPM
City n j CITY MANAGER
DONEANE BECKCOM, +�
MAYOR PRO TEM e
ff%%//ttl It'�/.
SHERRI BELLARD,TRMC
COUNCIL MEMBERS: CITY SECRETARY
WILLIE BAE LEWIS,JR. O r f r t l It r
TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO
Texas CITY ATTORNEY
HAROLD L.DOUCET,SR.
THOMAS KINLAW,III
DONALD FRANK,SR.
SEPTEMBER 7,2024
INVITATION TO BID
Mowing of Civic Center Properties
DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard
Time,Wednesday, September 25, 2021`(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 September 25, 2021%the City Council Chambers,
City Hall,5th Floor,Port Arthur,TX. You are invited to attend.
MARK ENVELOPE:P24-066
DELIVERY ADDRESS: Please submit one(1) original and one(1)copy of your bid to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 I'll 4TH STREET,4th Floor
PORT ARTHUR,TEXAS 77641 PORT ARTHUR,TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Invitation to Bid 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(partarthurtx.aov
PLEASE SUBMIT FORMS STATED ON PAGE 4
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams,
P.O.Box 10891444 4th Street 1 Port Arthur,Texas 776411 409.983.8160 (Fax 409.983.8291
The enclosed INVITATION TO BID (ITB) and accompanying GENERAL INSTRUCTIONS,CONDITIONS
SPECIFICATIONS, are for your convenience in submitting bids for the enclosed referenced services for the
City of Port Arthur.
Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed
envelope,with the Vendor's name and address in the upper left-hand corner of the envelope.
ALL BIDS 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 ITB submittal arrives at the above
location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically
transmitted 11'B submittals will not be accepted.
l
Clifton Williams
Purchasing Manager
Page 2 of 20
INVITATION TO BID
Mowing of Civic Center Properties
(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
I
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 20
SUBMIT THE FOLLOWING FORMS
I. BID SHEET—MAKE SURE TO FILL IN PRICE AND THE DAYS
2. EQUIPMENT LIST
3. NON-COLLUSION AFFIDAVIT-(MUST BE NOTARIZED)
4. AFFIDAVIT—(MUST BE NOTARIZED)
5. CONFLICT OF INTEREST-PAGES (IF NO CONFLICT,WRITE NA ON LINE 1 AND SIGN AT THE
BOTTOM)
6. HOUSE BILL 89 VERIFICATION
7. SB 252CHAPTER 2252 CERTIFICATION
Page 4 of 20
Specifications
For
Mowing of Civic Center Properties
NON MANDATORY PRE-BID MEETING IS SCHEDULED FOR THURSDAY, SEPTEMBER 12, 2024
AT 2:00 P.M. AT 3401 CULTURAL CENTER DRIVE, PORT ARTHUR,TX 77640
Location of Properties:
I. Cultural Center Area includes the following
*The Robert A"Bob"Bowers Civic Center is located at 3401 Cultural Center Drive.
*Texas Arts Museum is located at 3501 Cultural Center Dr.
*The Port Arthur Library is located at 4615 9th Avenue
*Transit Bus Stop Area
2. The Ryman Building is located at 3248 39th Street.
3. The Department Club is located at 1924 Lakeshore Drive.
4. El Vista Community Center located at 615 Ellias
5. The Westside Community Complex is located at 601 Reverend Doctor Ransom Howard Street
6. The Sabine Pass Community Center is Located at 5262 South Gulfway in Sabine Pass.
7. Lions Park is adjacent to the Community Center, the block surrounded by Broadway, 6th, Tremont and 7th
Street.
8. Rose Hill is Located at 100 Woodworth Blvd
Scope of Work:
The contractor shall furnish all supervision, labor, materials, machinery, tools, equipment, fuel, and service, to
perform and complete all work in an efficient and workman-like manner as specified in the following:
Specification for Mowing of Various City Properties:
1. This contract will not include landscaping.
2. Schedule for the cuts is on page 8.Civic Center may alter the schedule is necessary.
3. All litter and debris shall be picked up prior to mowing and then immediately following the actual
mowing and trimming. This is to retrieve any litter missed the first time and cut into smaller pieces by
the mower.
4. Litter and debris shall be disposed of properly, off site, at the Contractor's expense.
5. Litter and debris shall be defined as an object not intentionally placed at project site for a specific
purpose. This shall include but not be limited to paper, wrappers, cans, bottles, building materials,
Page 5 of 20
disposable diapers and cigarette butts found on the grounds and all objects found in trash receptacles.
This shall also include items produced from a maintenance task such as mowing and/or landscaping.
6. Sweep or blow clean all sidewalks and/or concrete areas affected by work. No grass clippings shall be
placed or blown into City's Drainage Culverts or in the street.
7. Contactor shall neatly trim (cut and/or using a weed-eater), along sidewalks, curbs trim around poles,
signs, and structures, etc.
8. Parking lot and concreted areas, weeds, grass and poison ivy breaking through pavement shall be
controlled with approved contact herbicide sprays and/or manual weeding as required.
9. Option A- Requires spraying weeds in the parking lot and around all sidewalks.
10. Option B- requires removal of weeds in the parking lot and around all sidewalks.
11. Proof of current license to spray must be provided with the bid documents if your company is
spraying.
12. Contractors will be responsible for any damages to City properties and/or structures.
13. Ruts caused by contractor's equipment shall be filled at contractor's expense.
14. Time extension may be granted due to inclement weather or other act of nature only when contractor
request for such extension is submitted to the City's representative.
15. If contractor has a delay in performing scheduled cut, the City will find another contractor to complete
that scheduled cut.
16. Contractor must empty all outside trash cans including (under the building) after every cut.
Contract Term:
1. City will award the contract for all locations to one contractor.
2. This Contract will terminate approximately twelve (12) months from date of execution with the option
to renew one (1) additional year.
CONTRACT TERMINATION:
1. Civic Center will submit a certified letter stating the issues.
2. Civic Center will call contractor in for a meeting
3. 3rd Notice will be a letter of termination of contract for cause
Page 6 of 20
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Grass Cutting
Equipment List
Equipment Oti• Size of Cutting Deck
Bush Hog )j(`fk"
Zero Turn or Riding Mower -{ 0, 3`f `1-
Weedeater N/A
Hedge Trimmers N/A
Walk Behind N/A
Chainsaw N/A
Blower
I N/A
Edger ( N/A
Slit)x/4
(WV/9-6/r�
Signature of P poser Date
THIS PAGE MUST BE SUBMITTED WITH YOUR BID FORM.
Page 8 of 20
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: Mowing of Civic Center Properties
BID DUE DATE: September 25,2024
LOCATION COST PER CUT
Cultural Center Area $ 1p bb, b
The Ryman Building $ '7 O. 00
Depaitment Club $ D . G�
El Vista Community Center $ J: b L�
Westside Community Complex $ ��, t)Q
Sabine Pass Community $ $U. i)
Lions Park $ 00. (P
Rose Hill $ j Q), CO
TOTAL $ / J•op
&i/u-iftIS 33to )tread
COMPANY NAME STREET ADDRESS
S GNA F BIDDER P.O.BOX
al/4 )e/ SVA-i+11- 4474 Ir 27d7APo.
PRINT OR T 4 E NAME CITY STATE ZIP
vA. 1 opiAor'- $�3�� Z5 --L 335'
TITLE A CODE TELEPHONE NO.
G5114-1a,t212
EMAIL FAX NO.
Page 9 of 20
CITY OF PORT ARTHUR,TEXAS
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: ( Sri' , h S
Title: GMT , ' L
Company: SAA►"I,t'
Date: 2�#
(
SUBSCRIBED and sworn to before me by the above named C".4 Ar5 it/‘��_,,, ➢this the
day of
Notary Public in and for the
�..,
E A HARRISON State of Texas
8 NOW),ID#124880398
My Commission Expires My commission expires:'01-1/77/ 72�/
' o April 9, 2028
Page 10 of 20
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.
IP 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.
Skt-LK's ReA,4,01,k_ et/0_4(z y
Firm Name Dare
)11/140A-- 1,011.6.
Authorized "gnature itle
OVI: s- fiyi S}� `�` ( 1(32-) 5-- to 3 3 s
Name (please print) Telephone
Email J
STATE: ''I—X/ -
COUNTY: &� , se
SUBSCRIBED AND SWORN to before me by the above named ef t r;)s 4;9
on this the day of 5-
E >s-7k0 f'
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
� � E A HARRISON
,t ; Notary ID tit24880398
My Commission Expires
tA• April 9, 2028
Page 11 of 20
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.
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 176.001(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 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code.An
offense under this section is a misdemeanor.
11 Nam of vendor who has a business relationship with local governmental entity.
1
J ri
Check this box if you are filing an update to a previously filed 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.)
.2] 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 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
CIQ 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?
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 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.
Q 1 k
J f
I fl Check this box if 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)(B), excluding gifts described in Section 176.003(a-1)I ,K1 Li/. 1 14 0114 9129/Jo
SignAture of vendor ing business with the governmental entity Date
Form provided by Texas Ethics Commission www ethics state tx us Revised 11!30i2015
II
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:/iwww.statutes.legis.state.tx.us/
DocsiLGlhtm/La176.htm.For easy reference,below are some of the sections cited on this form.
Local Government Code 6 176.001(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 6176.003(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 govemmentat 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);
(8) 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 of Texas Ethics Commission www ethic_;state tx us Revised 11 30:2015
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House Bill 89 Verification
I CA iS (Person name), the undersigned representative
(hereafter referred to as "Representative") of gt I
(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.
SIGNATUR OF REPRESENTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this cay
of s 1� c �� � , 20Z-5(
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Notary Public
.•. E A HARRISON
: Notary ID#1 248 80 39 8
My Commission9 Expires
~�'� • April , 2028
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SB 252
CHAPTER 2252 CERTIFICATION
(.)),\Aii+i! ' J) iL
I, , the undersigned n
representative of S4'\u`{! �,uvvapK(Company or Business Na
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.
fiL0 Ittft4-
Name of Corn•any Representative (Print)
Signature of C mpany Representative
t-f( 7;1' 11L1
Date'
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GENERAL INFORMATION:
NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port
Arthur the required information specified in Bid or Proposal Specifications listed in this Bid Package.
All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING
EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE THESE
EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall indicate that the
bidder has not taken exceptions and the City shall hold the bidder responsible to perform in strict accordance
with the specifications of the invitation. The City reserves the right to accept any and all or none of the
exception(s)/substitutions(s)deemed to be in the best interest of the City of Port Arthur.
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.
BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance with these
specifications. The award shall be made to the responsive, responsible bidder who submits the best value bid.
The City reserves the right to:
1. Reject any and all bids and to make no award if it deems such action to be in its best interest.
2. Award bids on the lump sum or unit price basis,whichever is in the best interest of the City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept such bids as it shall
deem to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port Arthur and whose bid
is within 5%of the lowest bid price,as provided by Section 271.905 of the Texas Government Code.
Excluding federally funded projects.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and Proposal" shall be
equivalent.
Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response
to all requirements and questions as directed.
CONFLICT OF INTEREST:Provide a completed copy of the Conflict of Interest Questionnaire(Form CIQ).
The Texas legislature recently enacted House Bill 914 which added Chapter 176 to the Texas Local
Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing
business or seeking to do business with the City of Port Arthur, including affiliations and business and financial
relationships such persons may have with City of Port Arthur officers. The form can be can be located at the
Texas Ethics Commission website: https://www.ethics.state.tx.us/filinginfo/conflict forms.htm
By doing business or seeking to do business with the City of Port Arthur including submitting a response to this
RFP, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local
Government Code and you are representing that you in compliance with them.
Any information provided by the City of Port Arthur is for information purposes only. If you have
concerns about whether Chapter 176 of the Texas Local Government Code applies to you or the manner
in which you must comply,you should consult an attorney.
ETHICS: Public employees must discharge their duties impartially so as to assure fair, competitive access to
governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a
manner as to foster public confidence in the integrity of the City of Port Arthur's procurement organization.
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Any employee that makes purchases for the City is an agent of the City and is required to follow the City's
Code of Ethics.
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 ITB and Specifications will be made by
addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The
City assumes no responsibility for the bidder's failure to obtain and/or properly submit any addendum. Failure
to acknowledge and submit any addendum may be cause for the bid to be rejected. It is the vendor's
responsibility to check for any addendums that might have been issued before bid closing date and time.
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.: Civic Center, 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 601 f
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.
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.
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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 ITB.
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.
In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is
specifically advised that the written bid proposal will prevail in the determination of the successful bidder.
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.
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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.
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 Contractor 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/$500,000 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.
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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, 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.
CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager available Monday
through Friday from 8:00 a.m.to 5:00 p.m. so that the City will be able to contact the contractor.
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