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INTEROFFICE MEMORANDUM
Date: January 14, 2026
To: Honorable Mayor and City Council
Through: Ron Burton, CPM I City Manager
From: Krystle Muller, Interim PAEDC CEQ ,
RE: PR 24744 I Amend Resolution Number 24-157 of the Port Arthur EDC
(PAEDC) for engaging the Services of Industrial & Commercial Mechanical
(ICM) for Quarterly HVAC Maintenance, including filter changes for the HVAC
Systems at 501 Procter and 549 4th Streets (The Press Building).
The intent of this Agenda Item is to seek the City Council's approval to amend Resolution Number
24-157 as it pertains to the PAEDC engaging the services of Industrial & Commercial Mechanical
(ICM) for Quarterly HVAC Maintenance, including filter changes for the HVAC Systems at 501
Procter and 549 4th Streets(The Press Building).
Background:
Industrial&Commercial Mechanical(ICM)has been servicing the HVAC Rooftop Units at the EDC
buildings and provides consistent dependable service.
At their February 19, 2024, Board Meeting, the PAEDC Board of Directors approved engaging
the services of Industrial & Commercial Mechanical for the maintenance of the HVAC Roof Top
Units located at 501 Procter, in the amount of $4,748.00 annually and 549 4th Streets, in the
amount of $6,820.00 annually, with the option to renew for two (2) additional one (1) year
periods.
However, Resolution Number 24-157 did not stipulate the proposal term was for three(3)years with
the option to renew for two (2) additional one (1) year periods with the approval of the annual fiscal
budget. At their January 13, 2026, Board Meeting the PAEDC Board of Directors approved the three
(3)year term,with the option to renew for two(2)one-year periods.
Budgetary Impact:
The budgetary impact of this item is, 501 Procter Street, in the amount of$4,748.00 annually and 549
4th Street, in the amount of$6,820.00 annually for three (3) years, with the option to renew for two
(2) additional one (1) year periods with annual fiscal budget approval. Funds are available in EDC
Account No. 120-80-625-5318-00-00-000(Equipment Maintenance).
Recommendation:
It is recommended the City Council of the City of Port Arthur approves amending Resolution
Number 24-157 for the PAEDC engaging the services of ICM for Quarterly HVAC Maintenance
with monthly filter changes for the HVAC system.
P.R.No.24744
1/14/2026 JMC
RESOLUTION NO.
A RESOLUTION AMENDING RESOLUTION NUMBER 24-
157 AS IT PERTAINS TO THE PORT ARTHUR ECONOMIC
DEVELOPMENT CORPORATION ENGAGING THE
SERVICES OF INDUSTRIAL & COMMERCIAL
MECHANICAL OF BEAUMONT, TEXAS THROUGH
BUYBOARD CONTRACT #638-21 FOR THE
PREVENTATIVE MAINTENANCE OF THE HVAC
SYSTEMS AT 501 PROCTER AND 549 4TH STREETS, IN AN
AMOUNT NOT TO EXCEED $4,748.00 ANNUALLY FOR
501 PROCTER STREET, AND IN AN AMOUNT NOT TO
EXCEED $6,820.00 ANNUALLY FOR 549 4TH STREET,
WITH APPROVAL OF THE ANNUAL FISCAL BUDGET,
FUNDING IN PAEDC ACCOUNT NO 120-80-625-5318-00-
00-000 (EQUIPMENT MAINTENANCE)
WHEREAS, the Port Arthur Economic Development Corporation (PAEDC) owns the
properties located at 501 Procter and 549 4th Streets, Port Arthur, Texas and has the commitment
to maintain the safety and integrity of said premises; and
WHEREAS, Industrial &Commercial Maintenance (ICM), has been servicing the HVAC
Roof Top Units at the EDC buildings and has provided consistent dependable service; and
WHEREAS, the HVAC units are in need of ongoing mechanical preventative maintenance
to keep the HVAC systems up and running all season long with no breakdowns, enabling the
transition of heating and cooling throughout the seasons with reliable and efficient service while
operating at maximum efficiency; and
WHEREAS, pursuant to Chapter 271 of the Texas Local Government Code, a city, by
resolution of its governing body, may participate in cooperative purchasing programs such as
Buyboard, as an alternative to formal bid process; and
WHEREAS, ICM, as an awarded vendor on the Buyboard (Contract #638-21), and
provided a HVAC Maintenance Proposal "Exhibit A", including annual and quarterly
maintenance, which also includes of return air filters for a three (3) year term, with the option to
renew for two (2) additional one(1) year periods, as noted Exhibit"A"; and
WHEREAS, for the safety and comfort of the tenants, HVAC Preventative Maintenance
is necessary; and
WHEREAS, at their February 19, 2024, Board Meeting, the PAEDC Board of Directors
approved engaging the services of Industrial & Commercial Mechanical for the maintenance of
the HVAC Roof Top Units located at 501 Procter Street,in the amount of$4,748.00 annually and
549 4`h Street, in the amount of $6,820.00 annually, with the option to renew for two (2)
additional one(1)year period; and
WHREAS, however, Resolution Number 24-157 did not stipulate the proposal term was for
three(3)years with the option to renew for two (2) additional one(1)year periods with the approval
of the annual fiscal budget each year; and
WHEREAS, at their January 13, 2026 Board Meeting, the PAEDC Board of Directors
approved amending Resolution 24-157 to include the correct term of the services of Industrial &
Commercial Mechanical for the maintenance of the HVAC Roof Top Units located at 501
Procter Street, in the amount of$4,748.00 annually and 549 4th Street, in the amount of$6,820.00
annually, for the term of three (3) years, with the option to renew for two (2) additional one (1)
year periods, with approval of the annual fiscal budget, per executed HVAC Maintenance
Proposal,page 3, Exhibit"B".
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.
Section 2. That the City Council authorizes PAEDC to amend Resolution Number 24-
157 to engage the services of Industrial & Commercial Maintenance (ICM)'s, as a BuyBoard
participant - Contract #638-21, for the HVAC Maintenance of the HVAC Roof Top Units
located at 501 Procter Street, in the amount of$4,748.00 annually and 549 4th Street, in the
amount of $6,820.00 annually, for the three year term with the option to renew for two (2)
additional one (1) year periods, Exhibit "B", per fiscal budget approval.
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the
City Council.
READ, ADOPTED AND APPROVED on this day of A.D., 2026,
at a 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
APPROVED:
(,.-4 /-; (1- --1\ii\ ".LG --(\
Krystle Muller, Interim PAEDC CEO
APPRO ED AS TO FO
,, ;
Guy N. Goodson, PAEDC Attorney
APPROVED AS TO FORM:
Roxann Pais Cotroneo, City Attorney
APPROVED AS TO AVAILABILITY OF FUNDS:
-*2Ce aJaLelor
Lyn a Boswell, Finance Director
#2517332 Page 4
Exhibit " A"
#2517332 Page 5
r
CITY OF PORT ARTHUR-ECONOMIC DEVELOPMENT COORPORATION ICM 2024 PROPOSAL TO PERFORM
QUARTERLY HVAC MAINTENANCE AND QUARTERLY FILTER CHANGES FOR 2—EDC BUILDING LOCATIONS
Industrial and Commercial
r °1.11°111WIIII5
Mechanical
TACLA23943C
4445 Westpark Avenue
Beaumont,TX 77705
Phone(409)842-3737
Fax (409)842-3738
January 9,2024
PORT ARTHUR EDC
54Q 4T"STREET(PRESS BLDG)
PORT ARTHUR TX
ATTN: JOANIE COLLAZO,Mrs.Krystle Muller,CEO
Subject: ICM QUARTERLY HVAC MAINTENANCE PROPOSAL WITH QUARTERLI FILTER CHANGE
REFERENCE ICM SERVICE AGREEMENT 7 PERFORM QUARTERLY HVAC MAINTENANCE&QUARTERLY FILTER CHANGE
Dear Mrs.Muller,
Industrial Commercial Mechanical is pleased to offer the following proposal to Furnish labor and materials to
provide :,UARTERLY HVAC MAINTENANCE and QUARTERLY FILTER CHANG_ as listed below for your consideration:
Item QTY Description
1. 'n Furnish a Quantity of 1-Trip Per year for the ANNUAL inspection of 9 DIAKIN ROOFTOP AC at the
EDC PRESS BUILDING,ALSO includes HVAC Preventative Maintenance performed on 2-Mini-split AC systems.
The ANNUAL INSPECTION also includes Operational Inspection and the Cleaning of equipment
Condensing Coils and testing for proper Air Conditioning-cooling performance of all Equipment.
NOTE:AT CUSTOMERS REQUEST-EXHAUST FANS ARE NOT INCLUDED IN MAINTENANCE PROGRAM
2. 3-trips Furnish a Quantity of 3—Trips Per Year Quarterly Preventative Maintenance and Operational
Inpections—on DAIKIN,COMMERCIAL ROOFTOP AC UNITS and 2 Mini-Split AC Air Conditioning
and Heating Systems
Operational Inspections includes the following items performed on all associated equipment:
• Checking for proper Refrigerant levels of all associated Equipment.
• Inspection of,and alignment,of associated Drive V-Belts where applicable,is included.
Replacement of bad V-Belts will be reported to customer and quoted to customer,for approval.
• Inspection of all associated Fan motors for proper operations and amperage readings.
• Lubrication of all associated Fan Motors&bearings per manufacturer's specifications
• Inspection of Controls,relays,and compressor Contactors,for proper integrity and operation.
• Treatment of Condensate drain pans and drain lines,with Algaecide to ensure proper flow.
• Inspection of Evaporator Coils and Blower Wheels for proper cleanliness and integrity.
• Inspection of Equipment Cabinetry for excessive corrosion or failure.
• Testing each system for Proper Temperature performance levels and temperature readings.
• Furnishing Supervisory Management detailed Reports for any recommended repairs needed
on AC Systems—No additional work will be performed,without approval from Management.
3 4 TRIPS QUARTERLY Replacement of Return Air Filters every 3-months is performed for DAIKIN Commercial Rooftops.
(Mini-Split system washable filter will be cleaned and reinstalled in equipment)
Disposal of old filters will be provided by ICM,during each Filter change,at customers dumpster.
4 4 Furnish Preventative Maintenance reports to management,detailing any mechanical problems
discovered during Preventative maintenance work.Any mechanical problems which require
replacement of parts or extra Repair work will be provided to management-with pricing for
consideration or their approval,before proceeding with any extra needed repairs.
Page 1
"FACIA 23943C--Regulated be the Texas Department of Licensing and Regulation
PO Box 12157
Austin,TX 78711
1-800-803-9202,512-463-6599
Exhibit "B"
#2517332 Page 6
CITY OF PORT ARTHUR-ECONOMIC DEVELOPMENT COORPORATION ICM 2024 PROPOSAL TO PERFORM
QUARTERLY HVAC MAINTENANCE AND QUARTERLY FILTER CHANGES FOR 2-EDC BUILDING LOCATIONS
2ND BUILDING LOCATION
Industrial and Commercial
Mechanical
TACLA23943C
4445 Westpark Avenue
Beaumont,TX 77705
Phone(409)842-3737
Fax (409)842-3738
January 9,2024
PORT ARTHUR EDC
501 PROCTOR STREET BLDG.
PORT ARTHUR TX
ATTN: Mrs. Krystle Muller,CEO
Subject: ICM QUARTERLY HVAC MAINTENANCE PROPOSAL WITH QUARTERLY FILTER CHANGE
REFERENCE ICM SERVICE AGREEMENT QUARTERLY HVAC MAINTENANCE WITH QUARTERLY FILTER CHANGE
Dear Mrs.MULLER,
Industrial Commercial Mechanical is pleased to offer the following proposal to Furnish labor and materials to
provide ZUARTERLY HVAC MAINTENANCE and QUARTERLY FILTER CHANGE as listed below for your consideration:
Item QTY Description
1-trip Furnish a Quantity of 1-Trip Per year for the ANNUAL inspection of DIAKIN ROOFTOP AC at the
EDC BUILDING,which includes HVAC Preventative Maintenance performed on 3-Mini-split AC systems.
The ANNUAL INSPECTION also includes Operational Inspection and the Cleaning of all equipment
Condensing Coils and testing for proper Air Conditioning-cooling performance of all Equipment.
3-trips Furnish a _uanti y of 3-Trips Per Year Quarterly Preventative Maintenance and Operational
Inspections-on DAIKIN COMMERCIAL ROOFTOP and 3 Mini-Split AC Air Conditioning and
Heating Systems
Operational Inspections includes the following items performed on all associated equipment:
• Checking for proper Refrigerant levels of all associated Equipment.
• Inspection of,and alignment,of associated Drive V-Belts where applicable,is included.
• Inspection of all associated Fan motors for proper operations and amperage readings.
• Lubrication of all associated Fan Motors&bearings per manufacturer's specifications
• Inspection of Controls,relays and compressor Contactors,for proper integrity and operation.
• Treatment of Condensate drain pans and drain lines, with Algaecide to ensure proper flow.
• Inspection of Evaporator Coils and Blower Wheels for proper cleanliness and integrity.
• Inspection of Equipment Cabinetry for excessive corrosion or failure.
• Testing each system for Proper Temperature performance levels and temperature readings.
• Furnishing Supervisory Management detailed Reports for any recommended repairs needed
on AC Systems-No additional work will be performed, without approval from Management.
3 4-Trips iacement of Return Air Filters is performed for DAIKIN Commercial Rooftop.
(Mini-Split system washable filter will be cleaned and reinstalled in equipment)
Disposal of old filters will be provided by ICM,during each Filter change.
4 4 Furnish Preventative Maintenance report to management,detailing any mechanical problems
discovered during Preventative maintenance work.Any mechanical problems which require
replacement of parts or extra Repair work will be provided to management-with pricing for
consideration or their approval,before proceeding with any extra needed repairs.
PAGE 2
1 ACLA 23943C-Regulated h} the Texas Department of licensing and Regulation
PO Box 12157
Austin,TX 78711
1-800-803-9202.512-463-6599
CITY OF PORT ARTHUR-ECONOMIC DEVELOPMENT COORPORATION ICM 2024 PROPOSAL TO PERFORM
QUARTERLY HVAC MAINTENANCE AND QUARTERLY FILTER CHANGES FOR 2-EDC BUILDING LOCATIONS
ITEMS NOT INCLUDED
➢ Any Changes or Modifications,other than specified as part of proposal,or proposed scope of work.
➢ Any Changes or Work delays;due to problems beyond our control.
➢ Warranty of any items not furnished and installed by ICM
➢ Refrigerant,or refrigerant leak search
➢ WATER,FOR WASHING COILS AT ANNUAL CLEANING-WATER CONNECTIONS MUST BE AVAILABLE ON SITE FOR CLEANING
ICM PROPOSED PRICING FOR MAINTENANCE & FILTERS CHANGE -'"' "l`T <FCATIONS
PORT ARTHUR EDC
501 PROCTOR STREET BLDG LOCATION.
PORT ARTHUR TX
ICM 2024 PROPOSED YEARLY INVESTMENT TO PROVIDE QUARTERLY MAINTENANCE
AND QUARTERLY AC FILTER CHANGES-EVERY 3 MONTHS
ICM PRICE PER 2024 YEAR S4,748.00 PER YEAR LUMP SUM-Tax is not included
OPTIONAL -QUARTERLY BILLING- 1,187.00 BILLED Per Each Maintenance Inspection
PORT ARTHUR EDC
549 4T"STREE` PRESS BLDG LOCATION
PORT ARTHUR TX
ICM PROPOSED 2024 YEARLY INVESTMENT TO PROVIDE QUARTERLY MAINTENANCE :LD QUARTERLY AC FILTER CHANGES
ICM PRICE PER 2024 YEAR $6820.00 PER YEAR LUMP SUM-Tax is not included
OPTIONAL -QUARTERLY BILLING-$1,705.00 BILLED Per Each Maintenance Inspection
THIS PROPOSAL IS VALID FOR 30 DAYS-FROM THE DATE OF PROPOSAL
INDUSTRIAL& COMMERCIAL MECHANICAL IS AN AWARDED VENDOR FOR BUYBOARD CONTRACT#638-21
**RENEWAL CLAUSE**
THE TERM OF THE CONTRACT IS FOR A THREE(3) YEAR PERIOD, WITH AN OPTION TO RENEW
FOR TWO(2)ADDITIONAL YEARS AT THE MUTUAL AGREEMENT OF BOTH PARTIES, ICM
RESERVES THE RIGHT TO INCREASE PARTS AND LABOR TO FAIR MARKET RATES AT RENEWAL
OF AGREEMENT.
Thank you for your request for this proposal. We would appreciate the opportunity to provide these services.Please
let me know if you would like to proceed with the proposed service repair,and what purchase order number we will
utilize,for our billing for services.
As always,we thank you for your business and the opportunity to provide our services.
Regards,
Jerry c: Johnson Approved 6y Date
ICM SALES REPRESENTATIVE
OFFICE;409-842-3737
CELL: 409-658-8797
7 ACI A 23943('-Regulated he the Texas Department of Licensing and Regulation
PO Box 12157
Austin,TX 78711
1-800-803-9202,512-463-6599