HomeMy WebLinkAboutPR 24657: RESILIENT SEAT VALVES CONTRACT RENEWAL Emery V
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INTEROFFICE MEMORANDUM
Date: November 14, 2025
To: The Honorable Mayor and City Council
Through: Ronald Burton, CPM, City Manager
From: Calvin Matthews, PE, Water Utilities Director
Re: PR No. 24657—Resilient Seat Valves Contract Renewal
Introduction:
The intent of this Agenda Item is to seek the City Council's approval authorizing the City Manager
to renew the contract for one(1)year with Midwest Flow Control of Olathe,Kansas with an option
to renew for one (1) additional one-year renewal for the purchase of Resilient Seat Valves.
Background:
Water valves are used to isolate relatively small portions of our water system in order to minimize
service disruption to larger areas during maintenance and/or expansion. Valves are also used to
isolate piping throughout our treatment plants, lift stations, and pump stations. All Resilient Seat
Valves shall be American Control Flow Series 2500, or Engineer approved equal. The Purchasing
Division of the Finance Department advertised for bids that were opened on March 5, 2025.
Midwest Flow Control of Olathe, Kansas was the lowest bid that met the specifications with a
projected budgetary impact of$173,345.00.
As per Resolution No. 25-264, the contract was awarded for six (6) months with the option to
renew for two (2) additional one-year periods. This contract renewal will be for one year (first
renewal) with an option to renew for one (1) additional one-year period.
Funds are budgeted and available in Account Nos. 410-40-215-5315-00-00-000 ($86,672.50)
Water System and 410-40-220-5313-00-00-000 ($86,672.50) Sanitary Sewer System.
Budget Impact:
This equipment will be maintained in our Warehouse inventory and charged to the appropriate
account, i.e., Account Nos. 410-40-215-5315-00-00-000($86,672.50) Water System and 410-
40-220-5313-00-00-000 ($86,672.50) Sanitary Sewer System for routine valve
instal lation/replacement.
Recommendation:
It is recommended that the City Council approve Proposed Resolution No. 24657, authorizing the
City Manager to renew the contract for one (1) year with an option to renew one (1) additional
one-year period for the purchase of Resilient Seat Valves as described/outlined above.
PR No. 24657
11/14/25 cm
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE THE FIRST RENEWAL OF THE
CONTRACT WITH MIDWEST FLOW CONTROL
PRODUCTS OF OLATHE, KANSAS FOR THE
PURCHASE OF RESILIENT SEAT VALVES FOR THE
WATER UTILITIES DEPARTMENT WITH AN ANNUAL
PROJECTED BUDGETARY IMPACT OF $173,345.00.
FUNDS ARE AVAILABLE IN ACCOUNT NOS.410-40-215-
5315-00-00-000 ($86,672.50) WATER SYSTEM & 410-40-
220-5313-00-00-000 ($86,672.50) SANITARY SEWER
SYSTEM.
WHEREAS, the Water Utilities Department routinely uses Resilient Seat Valves to
maintain the Water and Wastewater systems throughout the City, valves are purchased on an as
needed basis; and,
WHEREAS,pursuant to Resolution No.25-264,the City entered into a six-month contract
with Midwest Flow Control Products of Olathe, Kansas for Resilient Seat Valves purchases with
a projected budgetary amount of$173,345.00 with the option to renew for two (2) additional one-
year periods; and,
WHEREAS, this contract renewal will be for a one-year period (first renewal) with the
option to renew for one (1)additional one-year period with the same terms outlined in the original
agreement.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR, TEXAS:
THAT, the City Council hereby authorizes the City Manager to execute the first renewal
of the contract,in substantially the same form,attached as Exhibit"A",with Midwest Flow Control
Products of Olathe, Kansas, for one (1) year (first renewal) with the option to renew for one (1)
additional one-year period with a projected annual budgetary impact of$173,345.00 per year; and,
PR No. 24657
11/14/25 cm
Page 2 of 3
THAT,the City can terminate this contract at its convenience with thirty(30) days written
notice; and,
THAT, funding for this material is provided for in the Water Utilities budget in Account
Nos. 410-40-215-5315-00-00-000 ($86,672.50) Water System & 410-40-220-5313-00-00-000
$86,672.50) Sanitary Sewer System; and,
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
2025 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following
vote:
AYES: Mayor ;
Councilmembers:
NOES:
Charlotte M. Moses
Mayor
ATTEST:
Sherri Bellard
City Secretary
PR No. 24657
11/14/25 cm
Page 3 of 3
APPROVED AS TO FORM:
Roxann Pais Cotroneo
City Attorney
APPROVED FOR ADMINISTRATION:
Ronald rton, CPM
City Manager
Suhail Kanwar, P.E. ////8/202.5
Director of Public Services
Calvin Matthews, P.E.
Water Utilities Director
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
04-
Lynn yn) oswell, A ICMA-C
Finance Director
Clifton E. Williams Jr. CPPB
Purchasing Manager
Exhibit A
(Contract)
PURCHASING CONTRACT AGREEMENT
FOR RESILIENT SEAT VALVES
THIS AGREEMENT, made this the day of , 2025,
by an individual, firm partnership or corporation, Midwest Flow Control Products, of Olathe,
Kansas, hereinafter called"Vendor", and the City of Port Arthur, a municipal corporation
organized under the laws of the State of Texas, hereinafter called the "Owner" or"City".
WITNESSETH: That for and in consideration of the payments, terms, conditions
and agreements set forth herein, Owner and Vendor agree as follows:
1. Pursuant to Resolution No. 25-264,the City entered into a six (6)month contract, with
the option to renew for two (2) additional one-year periods. The parties hereby agree to
exercise said option to renew for a one-year period (first renewal). The term of this
Contract shall be one (1) year from the date that it is signed by the City, with the option to
renew for one (1) additional one-year period. The City can terminate this contract at its
convenience which includes, but not limited to, funding not being available in any budget
cycle with thirty (30) days written notice.
2. The Vendor will provide Resilient Seat Valves, as delineated and submitted in their bid
dated March 5, 2025 that was included in the original contract, pursuant to Resolution No.
25-264.
3. During the term of this Contract, the Vendor will furnish all of the materials and supplies,
as stated in the advertised bid specifications, described as:
Resilient Seat Valves
4. The Vendor agrees to deliver all materials on an as-needed basis during the term of this
contract, in a not-to-exceed maximum amount of$173,345.00 as shown in the Bid
schedule.
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) Invitation to Bid*
c) Specifications*
A- 1
d) General Information*
e) Bid*
f) Notice to Proceed*
*These items were attached to the original contract.
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed by
their duly authorized officials, this Agreement in two (2) copies each of which shall be
deemed an original on the date first above written.
SIGNED AND AGREED on the day of , 2025.
ATTEST CITY OF PORT ARTHUR
BY
Sherri Bellard Ronald Burton, CPM
CITY SECRETARY CITY MANAGER
Signed on the day of 2025
WITNESS MIDWEST FLOW CONTROL PRODUCTS
BY
Print Name:
Title:
A- 2