HomeMy WebLinkAboutPR 24444: THE RENOVATION OF THE CENTRAL CASHIERS OFFICE i
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INTEROFFICEMEMORANDUM
Date: July 15, 2025
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Dr. Bella LeBlanc, D.M., Collections Manager
RE: P.R. 24444—The Renovation of the Central Cashiers Office
Introduction:
The purpose of this agenda item is to seek City Council approval authorizing the City Manager
to execute a contract with KT Maintenance Company, Inc., of Port Arthur, Texas, for the
renovation of the Central Cashiers Office in an amount not to exceed $38,788.00.
Background:
The Central Cashiers Office, located at 444 4th Street, currently lacks sufficient space to
accommodate its personnel and the necessary functions of the Finance Department. The Cashier
staff operate in a confined environment that limits efficiency and customer service. Additionally,
the Collection Manager lacks a designated office space, which further limits supervisory
operations.
To address these needs, the proposed renovation will reconfigure the existing layout to expand
the cashier workstations and convert an underutilized storage area into a functional office for the
Collection Manager. This improvement will enhance internal workflows and customer
interaction at the front counters.
In accordance with the City's procurement policies, the Purchasing Division solicited quotes
from twelve (12) contractors for this project. Two (2) responses were received and publicly
opened on July 1, 2025. KT Maintenance Company, Inc., submitted the lowest responsive and
responsible quote in the amount of$38,788.00. The proposal meets all specifications for the
renovation work as outlined in the scope.
Budget Impact:
Funding for this project is available through the Finance Department Building Fund:
Project No.: BU0027 Account No.: 307-21-049-8512-00-10-000
Recommendation:
Staff recommends that the City Council approve the attached resolution authorizing the City
Manager to execute a contract with KT Maintenance Company, Inc., in an amount not to
exceed $38,788.00, for the renovation of the Central Cashiers Office.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O. Box 1089 Port Arthur,Texas 77641-1089 409.983.8101 X FAX 409.982.6743
P. R. No. 24444
07/15/2025 TNR
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR, TEXAS, AUTHORIZING
THE CITY MANAGER TO EXECUTE A CONTRACT
WITH KT MAINTENANCE COMPANY, INC., OF
PORT ARTHUR, TEXAS, FOR THE RENOVATION
OF THE CENTRAL CASHIERS OFFICE IN AN
AMOUNT NOT TO EXCEED $38,788.00; FUNDING
TO BE PROVIDED THROUGH THE FINANCE
DEPARTMENT BUILDING FUND, PROJECT NO.
BU0027, ACCOUNT NO. 307-21-049-8512-00-10-000
WHEREAS, the Finance Department has identified the need to renovate the Central
Cashiers' Office, located at 444 4th Street, Port Arthur, Texas 77640, to improve the operational
efficiency of staff by creating additional workspace; and
WHEREAS, the proposed renovations will increase counter space for cashier personnel
and convert an existing storage area into a dedicated office for the Collection Manager, thereby
enhancing workplace functionality and customer service delivery; and
WHEREAS, in accordance with the City's procurement policies, the Purchasing Division
solicited quotes from twelve (12) qualified contractors, of which two (2) proposals were received
and publicly opened on July 1, 2025, as detailed in Exhibit"A"; and
WHEREAS,KT Maintenance Company, Inc., of Port Arthur, Texas, submitted the lowest
responsive and responsible quote for the scope of work required for the renovation project; and
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR,TEXAS:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is hereby authorized to execute a contract, in substantially the
same form as attached hereto as Exhibit "B,"with KT Maintenance Company, Inc., in an amount
not to exceed $38,788.00, for the renovation of the Central Cashiers Office.
THAT,funding for said contract shall be expended from the Finance Department Building
Fund, Project No. BU0027, Account No. 307-21-049-8512-00-10-000.
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED this the_day of , A.D. 2025 at
a meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Charlotte M. Moses
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPRO B ) FO AD INISTRATION:
Roxann Pais Cotroneo, Esq. Ron Burton, '
City Attorney City M. _er
P. R. No. 24444
07/15/2025 bdl
Page 3 of 3
APPROVED AS FOR AVAILABILITY OF
FUNDS
- )66 /5-9-ac
Lyn a Boswell, ICMA-CM, MA
Director of Finance
Clifton Williams
Purchasing Manager
EXHIBIT A
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EXHIBIT B
CONTRACT FOR RENOVATION OF THE CENTRAL CASHIER'S
OFFICE
THIS AGREEMENT, made this day of , 2025, 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".
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 Contract shall be for ten calendar days from the date stated on the Notice to
Proceed.
2. The Contractor shall renovate the Central Cashier office located at 444 4th Street, Port Arthur,
Texas, 77640.
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 the 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 in the amount of$38,788.
5. The term "Contract Documents" means and includes the following:
1) Agreement
2) General Information
3) Specification
4) Quote
5) Notice of Award
6) Notice to Proceed
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 written above.
Signed on the day of 2025
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY
Signed on the day of , 2025
ATTEST KT MAINTENANCE COMPANY, INC.
BY
SHERRI BELLARD
CITY SECRETARY
PRINT NAME:
TITLE:
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 Federal Funds
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.
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.: 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.
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 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.
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.
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.
CITY OF PORT ARTHUR
QUOTE SHEET- REVISED
at (Specifications are attached)
o r t rthu
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Date of Request: June 25, 2025
Department Requesting Quote: Finance
Bid Number: Q25-004
Services Needed: Renovate Cashier Office - Revision#3
Quote Due Date & Time: Tuesday, July 1, 2025 by 10:00 A.M.
Delivery: Quotes are to be faxed to (409)983-8291,
E-[nailed to Clifton.williatns@portarthurtx.gov
Delivered to the Purchasing Div., 2"a floor, City Hall.
Questions, Please contact: Clifton Williams, Purchasing Manager.
Clifton.williams(J:portarthurtx.gov
ITEM # DESCRIPTION COST PER MONTH
1 Renovate Cashier Office $ 38,788.00
KT Maintenance Company, Inc
Company Name ignature
James Bowers (409)982-9952
Printed Name Phone
800 Procter Street (409)982-4851
Address Fax
Port Arthur,TX 77640 James.Bowers(cvktmaintenance.com
City,State,Zip E-mail
r2i/ )f. 7/16/2025
Cliftorn Williams,Purchasing Manager Date
KT Maintenance Company Inc.
James Bowers
Email:jamesbowers@ktmaintenance.com
Phone: (409) 720-9810
July 1, 2025
To:
Clifton Williams
Purchasing Manager
City of Port Arthur
Phone: (409) 983-8162
Subject: Cashier's Office Renovation and Expansion Proposal
Clarification-Scope Alignment, Project Schedule,and Fabrication Timing
We would like to make the following clarifications regarding the proposed scope of work
and project execution:
1. Cabinetry Extension-Discrepancy in Wall Depths:
In KTM's layout sketches,the far left and right walls each extend 9 feet from the front glass
line to the back wall,with cabinetry running that full depth.The city-issued drawing shows
those same walls at only 5 feet. KTM's proposal includes an additional 8 linear feet of
cabinetry(4 feet per side) based on field dimensions.This expanded cabinetry is reflected
in our current scope and pricing unless otherwise instructed.
2. Project Schedule-After-Hours and Weekend Execution:
For the cashier area, it is KTM's intent to begin work on a Friday evening,starting with
demolition.Cabinet installation will take place on Saturday,followed by pulling precise field
measurements for countertops on Saturday afternoon.Countertop installation is scheduled
for Sunday.This plan involves a concentrated effort over the weekend and significant after-
hours labor to minimize disruption to city operations during normal business hours.Labor
costs have been adjusted accordingly in the lump sum proposal.
3.Cabinet Fabrication-Lead Time Upon Authorization:
Upon receipt of an executed purchase order, KTM will begin fabrication of all cabinetry
components.Cabinets will be custom-built to match approved layout dimensions,and all
woodwork will be stained to match the existing gunmetal gray tone and finished with a
durable polyurethane clear coat.This fabrication and finishing process will take
approximately three weeks from the date of purchase order receipt and will be coordinated
with the broader project schedule to ensure timely delivery and installation.
1.Cashier's Office-Three U-Shaped Workstations
*Scope as previously described*
2. Storeroom to Office Conversion(New Office)
*Scope as previously described*
3.Drive-Through Cashier Station Renovation
*Scope as previously described*
4. Dr. Bella's Work Area and Drive-Thru Pay Window
*Scope as previously described*
5. Breakroom Ceiling Tile Conversion
*Scope as previously described*
Total Lump Sum Proposal
$38,788.00
Note:This total includes all labor,materials,and scope as described,with the exclusion of
the floor which is to be provided by the city,and has been updated to reflect after-hours and
weekend work beginning Friday evening.Overtime cost adjustments have been
incorporated while maintaining overall project value and deliverables.It does not include
tax or permits.
Appendix A-Reference Sketches
The following architectural sketches supplement Section 1.They provide room layout
dimensions,cabinetry positions,and window/partition locations to support fabrication and
installation accuracy.
Sketch Index:
1. Room 1 -Overall Plan View(Glass Partition and Cabinet Layout)
2. Room 1 -Wall 1 Cabinet Elevation
3.Room 1 -Wall 2 Front Elevation with Win60 Windows
4. Room 1 -Wall 3 Cabinet Elevation
5. Room 1 -Wall 5 Corner Configuration
6. Room 1 -Back of Wall 5 Cabinet Detail
*All sketches are labeled "Not to Scale"and dated 4/7/2025 under the KT Maintenance
(Port Arthur City Hall)scope.*
SPECIFICATIONS
DRAWING IS ATTACHED.
CASHIER OFFICE
Three U-Shaped Workstations
1. Carefully remove and dispose of existing countertops, backsplashes, support bracing, and under-counter
cabinetry at all three cashier stations.
2. Install new custom-built solid wood base cabinetry at each U-shaped station. Each unit will feature:
• One (1) double file drawer
• One(1) single utility drawer
• One(1) integrated 3-tiered open shelf for administrative use
3. Finish all cabinetry in a stain color decided by City and seal with a commercial-grade polyurethane
clearcoat to resist wear, spills, and impact.
4. Overlay work surfaces with granite or quartz countertops, including:
• Smooth bullnose edge detail
• Drilled wire-access grommets for computer cables and monitor power
5. Install ergonomic footrests at non-ADA stations to promote cashier comfort during prolonged standing.
6. Securely mount modems, routers, splitters, and all IT equipment beneath the countertop using bracketed
cable management systems.
7. Neatly route all low-voltage and power wiring to designated network and electrical hubs.
8. Carefully remove and reinstall existing glass cashier partitions, ensuring proper alignment with new
counter layout and maintaining concentric sightlines.
9. Install City supplied flooring in area with three counters.
10. Supply and install new rubber cove base along the entire perimeter of the updated cashier area for a
uniform and finished appearance.
PROPOSED NEW OFFICE
1. Remove all existing shelving, anchors, and debris from the storage room.
2. Patch all wall penetrations and restore surfaces to a smooth,paint-ready condition.
3. Install new P-Lam door in cinderblock wall, 3 feet from the seawall-side interior corner,complete with
commercial-grade door closer, panic bar exit device, and all associated hardware.
4. Furnish and install four(4)LED 2'x4' lay-in troffer lights into a new drop ceiling grid system, including
insulation.
5. City of Port Arthur will provide 110V outlets.
6. Improve airflow by:
• Installing a new 6" round supply air duct with a ceiling diffuser centered above the new office desk
location.
• Adding one or more return air grilles in the shared wall with the breakroom, to balance airflow and
reduce thermal buildup.
7. Install city-supplied flooring throughout the newly defined office footprint.
8. Finish interior walls with horizontal lx4 wood nailers spaced 24"on-center, installed directly to CMU or
framing as needed.
9. Hang '/2"gypsum wallboard, tape and float all seams, apply orange peel texture, and paint to match
adjacent room finishes.
10. Install new 2x2 ceiling tile grid with full-height lay-in tiles and wall molding for a complete finish.
11. Trim the bottom of the breakroom access door to ensure smooth swing and clearance above the new
flooring.
12. Provide base trim, door casing, and ceiling edge transitions to deliver a complete and professional
interior appearance.
13. Supply and install new rubber cove base around all office walls.
DRIVE-THROUGHT AREA
1. Remove both left and right existing countertops at the drive-through cashier booth.
2. Fabricate and install new solid wood base cabinets with granite or quartz work surfaces.
3. Cabinets will be stained dark gunmetal gray to match adjacent installations and sealed with polyurethane.
4. Countertops will include access ports for technology cables.
5. Remove existing work counter at the drive-thru pay window.
6. Install new granite or quartz slab countertop with eased edges for a clean and durable finish.
7. Wrap the existing exposed metal safety handrail beneath the pay window using cabinet-grade plywood
with mitered corners and flush fasteners, then sand, finish, and seal for a refined,professional look.
BREAKROOM AREA
1. Remove all existing 2'x4' ceiling tiles in the breakroom area.
2. Install a 2-foot divider transition to separate the existing ceiling section from the new tile layout.
3. Furnish and install new 2'x2'ceiling tiles supplied by the City.
4. Adjust ceiling height as necessary to ensure the breakroom door swings freely without making contact
with the ceiling system.
CLARIFICATIONS
Clarification—Scope Alignment, Project Schedule, and Fabrication Timing
1. Cabinetry Extension—Discrepancy in Wall Depths:
In KTM's layout sketches, the far left and right walls each extend 9 feet from the front glass line
to the back wall,with cabinetry running that full depth.The city-issued drawing shows those same
walls at only 5 feet. KTM's proposal includes an additional 8 linear feet of cabinetry (4 feet per
side) based on field dimensions. This expanded cabinetry is reflected in our current scope and
pricing unless otherwise instructed.
2. Project Schedule—After-Hours and Weekend Execution:
For the cashier area,it is KTM's intent to begin work on a Friday evening,starting with demolition.
Cabinet installation will take place on Saturday, followed by pulling precise field measurements
for countertops on Saturday afternoon. Countertop installation is scheduled for Sunday. This plan
involves a concentrated effort over the weekend and significant after-hours labor to minimize
disruption to city operations during normal business hours. Labor costs have been adjusted
accordingly in the lump sum proposal.
3. Cabinet Fabrication—Lead Time Upon Authorization:
Upon receipt of an executed purchase order, KTM will begin fabrication of all cabinetry
components. Cabinets will be custom-built to match approved layout dimensions, and all
woodwork will be stained to match the existing gunmetal gray tone and finished with a durable
polyurethane clear coat.This fabrication and finishing process will take approximately three weeks
from the date of purchase order receipt and will be coordinated with the broader project schedule
to ensure timely delivery and installation.
1. Cashier's Office—Three U-Shaped Workstations
*Scope as previously described*
2. Storeroom to Office Conversion(New Office)
*Scope as previously described*
3. Drive-Through Cashier Station Renovation
*Scope as previously described*
4. Dr. Bella's Work Area and Drive-Thru Pay Window
*Scope as previously described*
5. Breakroom Ceiling Tile Conversion
*Scope as previously described*
Total Lump Sum Proposal
$38,788.00
Note: This total includes all labor, materials, and scope as described, with the exclusion of the
floor which is to be provided by the city, and has been updated to reflect after-hours and weekend
work beginning Friday evening. Overtime cost adjustments have been incorporated while
maintaining overall project value and deliverables. It does not include tax or permits.
Appendix A—Reference Sketches
The following architectural sketches supplement Section 1.They provide room layout dimensions,
cabinetry positions,and window/partition locations to support fabrication and installation accuracy