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HomeMy WebLinkAboutPR 24702: MAIN WASTEWATER TREATMENT PLANT LAB CABINETS REPLACEMENT nrt r !lrur it urn INTEROFFICE MEMORANDUM Date: December 17, 2025 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR No. 24702 —Main Wastewater Treatment Plant Lab Cabinets Replacement Introduction: The intent of this Agenda Item is to seek the City Council's approval to replace the cabinets in the lab of the Main Wastewater Treatment Plant(WWTP)with Preferred Facilities Group—USA of Port Arthur, Texas in the total amount of$26,983.39. Background: The lab cabinets at the Main WWTP are worn out and in need of replacement. The replacement was included in the Main WWTP Improvements design but was removed after value engineering due to funding availability. The current worn out cabinets were not originally designed for lab work and need to be replaced with material to handle chemicals used in testing at the Main WWTP. Preferred Facilities Group - USA of Port Arthur, Texas provided a quote through the Buyboard Cooperative Purchasing Program Contract No. 728-24 in the amount of$26,983.39 for the replacement of the cabinets at the Main WWTP lab. The scope of work includes removing all old and broken casework, installing Mott Metal cabinets, phenolic countertops, epoxy resin sink and equipment. Budget Impact: Budget impact is $26,983.39 for the cabinets replacement at the Main WWTP lab and funding is available in Account No. 410-40-225-5312-00-00-000, Building Maintenance. Recommendation: It is recommended that the City Council approve PR No. 24702, authorizing the replacement of the cabinets at the Main WWTP lab as described/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" PR No. 24702 12/17/25 cm Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH PREFERRED FACIILITIES GROUP - USA OF PORT ARTHUR, TEXAS FOR THE REPLACEMENT OF CABINETS AT THE MAIN WASTEWATER TREATMENT PLANT (WWTP) LAB THROUGH BUYBOARD CONTRACT NO. 728-24 WITH A PROJECTED BUDGETARY IMPACT AMOUNT OF $26,983.39, FUNDING AVAILABLE IN ACCOUNT NO. 410- 40-225-5312-00-00-000, BUILDING MAINTENANCE. WHEREAS,the lab cabinets at the Main WWTP were not originally designed for lab work and are now worn out and need to be replaced with material better suited for lab work; and, WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs, such as BuyBoard Cooperative Purchasing Program, as an alternative to formal bid process; and, WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing Program ("Buyboard"); and, WHEREAS, Preferred Facilities Group —USA of Port Arthur, Texas, through Buyboard Contract No. 728-24,has submitted a quote for the replacement of the cabinets at the Main WWTP lab in the amount of$26,983.39 (Exhibit"A"); and, WHEREAS, the scope of the work includes removing all old and broken casework, installing Mott Metal cabinets, phenolic countertops, epoxy resin sink and equipment. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: THAT,the facts and recitals in the preamble are true and correct; and, THAT, the City Council hereby authorizes the City Manager to enter into a contract with Preferred Facilities Group—USA of Port Arthur,Texas for the replacement of cabinets at the Main PR No. 24702 12/17/25 cm Page 2 of 3 WWTP lab, in substantially the same form attached hereto as Exhibit "B", with a projected budgetary amount of$26,983.39 with funding available in Account No. 410-40-225-5312-00-00- 000, Building Maintenance; and, THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the Meeting of the City Council. READ, ADOPTED, AND APPROVED this day of , 2026 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor Councilmembers: • NOES: • CITY OF PORT ARTHUR,TEXAS: Charlotte M.Moses Mayor ATTEST: Sherri Bellard City Secretary PR No. 24702 12/17/25 cm Page 3 of 3 APPROVED AS TO FORM: Roxann Pais Cotroneo City Attorney APPROVED FOR ADMINISTRATION: tern Rona B on, CP City Manager Suhail Kanwar, P.E. Director of Public Services alvin Matthews, P. . Water Utilities Director APPROVED AS TO THE AVAILABILITY OF FUNDS: L yn) oswell, MA ICMA-CM Finance Director IL Clifto E. Williams Jr. CPPB Purchasing Manager Exhibit "A" (Preferred Facilities Group - USA Buyboard Quote) Ill PREFERRED FACILITIES GROUP USA PROPOSAL January 14, 2026 Joseph Teslar Director Physical Plant Port Arthur Wastewater Treatment Plant 6300 Proctor St Port Arthur,TX 77642 Re:Wastewater Treatment Plant Casework Facility Name:Port Arthur Main Wastewater 6300 Proctor St, Port Arthur,TX 77642 Dear Mr.Tesler We are pleased to submit our proposal utilizing our 728-24 BuyBoard Contract based on local CCI and coefficient of.89. We propose to provide labor and materials to complete the following work: **Scope of Work Overview:** Demo old casework Deliver and install new Mott Metal base and upper cabinets Install phenolic top with sink on base cabinets Reconnect plumbing Clean up job site after each shift and upon completion Total Cost $ 26,983.39 We estimate approximately Ten (10) working days to complete upon material delivery (4-6 weeks). We explicitly exclude all liquidated damages for this project due to market volatility and supply chain challenges. Our estimate is based on our interpretation of the project as presented to us.Our scope is limited to the line items broken down into individual tasks of work and developed based upon the Unit Price Book rate as modified by the city cost adjustment and our Coefficient. All pricing for the required line-item estimate is derived from the current calendar year RSMeans Facilities Construction Cost Data Book with Updates. This Proposal contains confidential and proprietary information that is intended only for the use of the City of Port Arthur and is not to be shared, copied, or disseminated in any way. The information includes all attachments, drawings, sketches, and proposed product selections and must be kept confidential. This information shall be used for the sole purpose of evaluating this Proposal and must not be used for any other purpose without the explicit consent of Preferred Facilities Group-USA. Once the quantities of work and price are approved,the individual Job Order becomes a fixed-price lump sum contract. Please contact me at 409.842.8293 or via e-mail mwaidley@pfg-usa.com if you have any questions or require additional information. Regards, Preferred Facilities Group-USA Michael Waidley Division Manager N >,< w >. A[ a) CNNNCo d a- o o M o ++ CNI .O � N � 0 M M 16 ID l0 U) 0 O N� co - N c-- CO' • eh R 0 N Y° 0) co N V �, th LV ° C V y N 3 V a. o0 o an 22 d i N rN ( O co rn (N a� = � m � Vo "' U �+ LL a dco co m E � `° V 0 U el ° a W a ? 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E a$ .~+ ai U) > N D 0 co0P0 0 0 60,'on. a Quo = m m o C is .. ��i a cn� ov a on To a) a),c d U U n o c t9 U O EA O C .c t9 U in ..+ 0p Z` Z'� E Z Z Cl) N co E C2 mcNi o CO E `C2 Om u C o o m 0. 0 o n J a"Uu9U J d"U� i _d p m ma m m C0 , a ,• a ii ea G, ;a .0 a a ao E Q O m�3 E 0 0 Q O coo 3 vt V co co? Lii co co O U cu UJ10 a) UJo = CO 3 , J J O. J J H I O C co to a a° n0 C)N a a Q� N r r co 0co OEaJ co 0m O�J < CD Q RI N .0 O O O) o O O O O CO C 0 O 0 In O O N d 2 — a0 C o N O C M m L M M O M el) N L G •- CO • Z p C. r) CS y M r) ca c) A Q ++ E •3 y „ C u9 cn r cn cn Li) v Cr � U) D M C')) � M to (') ;F, LJJ 1 a- a- CV L .- s- aa) M ' ' d c W N cov In Q CI) N EL": Exhibit "B" (Preferred Facilities Group - USA Contract) 1 CONTRACT FOR CABINETS REPLACEMENT AT THE MAIN WWTP LAB THIS AGREEMENT, made this day of , 2026, 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 Preferred Facilities Group - USA of Port Arthur, Texas 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 CONTRACTOR will commence and complete the Main Wastewater Treatment Plant Casework—Cabinets Replacement at the Lab 2. The CONTRACTOR agrees to perform all the Work described in the Contract Documents and comply with the terms therein for the sum of$26,983.39. 3. The term of this Agreement shall be for three (3) months from the start date on the Notice to Proceed, 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. 4. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor in the Specifications. 5. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms in the amounts stated in the bid documents. 6. The term "Contract Documents" means and includes the following: 1) Agreement 2) Scope of Work and Proposal 3) Notice to Proceed 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 6. 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 2026 ATTEST: CITY OF PORT ARTHUR BY: BY: Sherri Bellard, Ronald Burton, CPM, CITY SECRETARY CITY MANAGER Signed on the day of , 2026 PREFERRED FACILITIES GROUP - USA WITNESS: BY: BY: PRINT NAME: PRINT NAME: TITLE: