HomeMy WebLinkAboutPR 24790: SIDDONS-MARTIN EMERGENCY GROUP SERVICE CONTRACT it,. ni cry
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INTEROFFICE MEMORANDUM
Date: February 6, 2026
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Robert L. Havens, Interim Fire Chief
RE: PR 24790— Siddons-Martin Emergency Group Service Contract
Introduction:
The Fire Department recommends that the City Council approve Proposed Resolution 24790 authorizing a one
(1) year contract with Siddons-Martin Emergency Group of Port Arthur and Houston, Texas, for preventative
maintenance and repair to Fire Department fire apparatus and other special response equipment,with a projected
budgetary impact of$475,000.00; with an option for two (2) additional one(1) year contract periods.
Background:
The Port Arthur Fire Department operates a fleet of fire apparatus and specialized emergency vehicles that
constitute a substantial public investment funded through local, state, and federal sources. The operational
readiness of this fleet is directly tied to the City's ability to provide timely emergency response services and
protect life and property. The purchasing department advertised proposals on November 26, 2025, and
December 3,2025.One proposal was received and opened on December 17,2025.The proposal was thoroughly
evaluated and is now recommended for award.
Preventative maintenance and specialized repairs are critical to minimizing downtime, extending vehicle
lifespan, and avoiding more costly emergency failures. The proposed contract continues a longstanding service
relationship with Siddons-Martin Emergency Group, a vendor that possesses the manufacturer-specific
certifications, proprietary diagnostic tools, and technical expertise required to service complex fire apparatus
systems.
The proposed agreement is for an initial one-year term, with two optional one-year renewals under the same
terms and conditions, subject to future budget appropriation.
Budget Impact:
The projected budgetary impact for the initial term is $475,000.00, allocated as follows:
• $310,000.00—Budgeted in FY 2025-2026
• $165,000.00—Anticipated in FY 2026-2027, subject to City Council appropriation
Funding source:
Fire Department Motor Vehicle Maintenance Account No. 001-19-047-5319-00-30-000
Recommendation:
The Fire Department recommends approval of this resolution, which is operationally necessary to ensure the
continued reliability and readiness of the Fire Department's emergency response fleet.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R.No.24790
02/6/2026 rlh- tnr
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A ONE-YEAR CONTRACT WITH SIDDONS-MARTIN EMERGENCY
GROUP OF PORT ARTHUR AND HOUSTON, TEXAS, FOR
PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR FIRE
DEPARTMENT FIRE APPARATUS AND OTHER SPECIAL RESPONSE
VEHICLES, WITH A PROJECTED BUDGETARY IMPACT OF
$475,000.00; PROVIDING FUNDING IN THE AMOUNT OF $310,000.00
BUDGETED IN FY 2025-2026 AND $165,000.00 IN FY 2026-2027,
SUBJECT TO CITY COUNCIL APPROPRIATION; FIRE DEPARTMENT
MOTOR VEHICLE MAINTENANCE ACCOUNT NO. 001-19- 047-5319-00-
30-000.
WHEREAS,the City of Port Arthur Fire Department operates a fleet of fire apparatus
and specialized emergency response vehicles representing a substantial public investment
derived from local, state, and federal funding sources; and
WHEREAS, the operational readiness, reliability, and longevity of such apparatus
and vehicles are critical to ensuring uninterrupted emergency response services and protecting
the health, safety, and welfare of the citizens of Port Arthur; and
WHEREAS, the purchasing department advertised proposals on November 26, 2025,
and December 3, 2025. One proposal was received and opened on December 17, 2025. The
proposal was thoroughly evaluated and is now recommended for award; and
WHEREAS, routine preventative maintenance and timely repair services are essential to
preserving the mechanical integrity and performance capacity of the City's emergency response
fleet; and
WHEREAS, Siddons-Martin Emergency Group has provided maintenance and repair
services to the City's fire apparatus fleet for more than a decade and possesses the specialized
expertise, equipment, and manufacturer certifications necessary to service these vehicles; and
WHEREAS, the Fire Department has determined that continuation of these services
is in the best interest of the City to ensure fleet readiness and minimize downtime; and
WHEREAS, the parties have agreed to enter into a one (1) year contract for the
services, attached hereto as Exhibit "A". This includes the option of two (2) additional one (1)
year renewal periods under the same terms and conditions, subject to mutual agreement and
City Council approval where required.
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.
P.R.No.24790
02/6/2026 rlh- tnr
Section 2. The City Council hereby authorizes the City Manager to execute a one (1) year
contract with Siddons-Martin Emergency Group of Port Arthur and Houston, Texas, for
preventative maintenance and repair services for Fire Department fire apparatus and other special
response vehicles, with two (2) optional one (1) year renewal periods, subject to future budget
appropriation; attached hereto as Exhibit "A".
Section 3. The projected budgetary impact for the initial contract term is $475,000.00, of
which $310,000.00 has been budgeted in Fiscal Year 2025-2026, and $165,000.00 is anticipated in
Fiscal Year 2026-2027, subject to City Council appropriation. Funding shall be from the Fire
Department Motor Vehicle Maintenance Account No. 001-19-047-5319-00-30-000.
Section 4. That a copy of the caption of this Resolution shall be spread upon the Minutes
of the City Council.
READ,ADOPTED AND APPROVED on this day of ,A.D.,2026,at a Regular
Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYES:
Mayor:
Councilmembers:
•
NOES:
Charlotte Moses,
Mayor
ATTEST:
Sherri Bellard,
City Secretary
P.R.No.24790
02/6/2026 rlh- tnr
APPROVED AS TO FORM:
Roxann Pais Cotroneo,
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton, CP ,
City Mana
Robert L. Havens,
Interim Fire Chief
APPROVED AS TO AVAILABILITY OF FUNDS:
Lynda os ell, M.A., CMA-CM
Director of Finance
'-- e041/026,00*OY`W)
Cli .Pon Williams, CPPB eU
Purchasing Manager
AGREED TO:
SIDDONS-MARTIN EMERGENCY GROUP
By:
Print Name:
Title:
Date:
P.R.No.24790
02/6/2026 rlh- tnr
Exhibit A
Pr
FIRE APPARATUS PREVENTIVE MAINTENANCE
AND REPAIR CONTRACT
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 Siddons Martin Emergency Group, LLC
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 one (1) year contract from the date of execution with the
option to renew for two additional one-year period. The City can terminate this contract at
its convenience which includes, but is not limited to, funding not bring available in any
budget cycle within thirty(30) days written notice.
2. 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.
3. 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.
4. The term "Contract Documents" means and includes the following:
1) Agreement
2) General Information
3) Specification
4) Bid
5) Notice of Award
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
FIRE APPARATUS PREVENTIVE MAINTENANCE
AND REPAIR CONTRACT
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY
Signed on the day of , 2026
ATTEST SIDDONS MARTIN EMERGENCY GROUP,LLC
BY
CITY SECRETARY
PRINT NAME:
TITLE:
CHARLOTTE M.MOSES,MAYOR _ J RONALD BURTON,CPM
HAROLD L.DOUCET,SR., Ci of ` CITY MANAGER
MAYOR PRO TEM
! � SHERRI BELLARD,TRMC
COUNCIL MEMBERS: CITY SECRETARY
WILLIE BAE LEWIS,JR. O r t r t h u r
TIFFANY L.HAMILTON EVERFIELD ROICANN PAIS COTRONEO
DON-LANE BECKCOM Texas CITY ATTORNEY
THOMAS KINLAW,HI
DONALD FRANK,SR.
FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT
DEADLINE: Sealed proposal submittal must be received and time stamped by 3:00 p.m., Central Standard
Time, Wednesday, December 17, 2025 (The clock located in the City Secretary's office will be the official
time.)All proposals received will be read aloud at 3:15 p.m. on Wednesday, December 27, 2025 in the City
Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to
avoid public disclosure of contents; however,only the names of proposers will be read aloud.
MARK ENVELOPE: P26-003
DELIVERY ADDRESS: Please submit one (1) original and USB duplicate copy of your RIP to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET,4th Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Request for Proposal should be directed in writing to:
City of Port Arthur, TX
Clifton Williams,Acting Purchasing Manager
P.O.Box 1089
Port Arthur, TX 77641
clifton.williamsAportarthurtx.gov
Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams
P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 (Fax 409.983.8291
The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for
your convenience in submitting proposals for the enclosed referenced services for the City of Port
Arthur.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall
be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner
of the envelope.
ALL PROPOSALS 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 RFP
submittal arrives at the above location by specified deadline regardless of delivery method chosen
by the firm. Faxed or electronically transmitted RFP submittals will not be accepted.
Clifton Williams
Purchasing Manager
Page 2 of 23
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City of -CITY OF PORT ARTHUR,TEXAS
ort rthu ADDENDUM NO. ONE (1)
T
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DECEMBER 17,2025
BID FOR: FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT
BID: P26-002
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
1. Due to the bid package showing December 27, 2025, in error as the deadline; the bid opening date had been
extended to the following
DEADLINE: Sealed proposal submittal must be received and time stamped by 3:00 p.m.,Central
Standard Time,Wednesday,January 7,2026 (The clock located in the City Secretary's office will be
the official time.)All proposals received will be read aloud at 3:15 p.m. on Wednesday,January 7,
2026 in the City Council Chambers, City Hall, 5th Floor,Port Arthur, TX.Proposals will be opened in a
manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud.
If you have any questions,please contact the Purchasing Division at 409-983-8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
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Cli Williams
Purchasing Manager
12/29/2025
Signatur of Proposer Date
Siddons Martin Emergency Group, LLC
Company Vendor Name
Page 1 of 1
Ca),of t -CITY OF PORT ARTHUR, TEXAS
ort rthu "- ADDENDUM NO.TWO (2)
T zas
DECEMBER 24,2025
BID FOR: FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT
BID: P26-003
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
1. The bid number on Addendum#1 should have been P26-003.
If you have any questions, please contact the Purchasing Division at 409-983-8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID
DOCUMENTS.
(/)4&:4-
Clifibt Williams
Purchasing Manager
- J 12/29/2025
ignatur of Proposer Date
Siddons Martin Emergency Group, LLC
Company Vendor Name
Page 1 of 1
REQUESTS FOR PROPOSALS
FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT
(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
Does your company provide this product or services? X
Were the specifications clear? X
Were the specifications too restrictive? X
Does the City pay its bills on time? X
Do you desire to remain on the bid list for this product or service? X
Does your present work load permit additional work? I X
Comments/Other Suggestions:
Company Name::.
Siddons-Martin Emergancy Group
Person Completing Form: ' Telephone:
Gary Ellis 409-736-9077
Mailing Address: Email:
9645 Jade Ave. gellis@siddons-martin.corn
City, State,Zip Code: Date:
Port Arthur, TX 77640 10/14/25
Page 3 of 23
City of Port Arthur
Request for Propos&s
Fire Apparatus Preventive Maintenance and Repair
OBJECTIVE:
The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor to perform
preventive maintenance (PM) and repairs to city-owned fire apparatus and other special service response
vehicles. Service rendered by the Proposer shall take place at either City or worksite where the apparatus is
assigned/located or at the Proposer's service facility. The contractor shall be able to perform preventive
maintenance (PM) and repairs as specified in this RFP to specified city—owned fire apparatus, and special
service response vehicles.
SCOPE OF SERVICE:
The Proposer shall provide scheduled preventive maintenance (PM), remedial repairs, parts acquisition, and
other associated services.
The Proposer will furnish all necessary supervision, labor, parts, supplies and, with prior approval of an
authorized fire department representative, sub-contract work, required to maintain the fleet in a state-of-
repair and service consistent with generally accepted fleet practices and as more specifically defined in this
RFP.
This is a one (1) year contract with the option to renew for two (2) additional one year periods, subject to the
approval of both parties.
PREVENTIVE MAINTENANCE:
A preventive maintenance (PM) program will be established for all Fire vehicles and equipment that are the
responsibility of the Proposer.
Although subject to change as agreed by the Proposer and the Port Arthur Fire Department the PM work will meet
the following minimum requirements:
As a minimum,the following items will be required during each PM.
,5O0 Engine Hour or 6 montiffper OEM recommendation) PM Service for All Apparatus Chassis:
1. Change engine oil and filter
2. Check crankcase filter on all Cummins engines. (a separate charge will apply if filter is needed)
3. Inspect engine air filter(a separate charge will apply if filter is needed)
4. Change fuel filter(s)
5. Change coolant filter(s)
6. Change DEF filter
7. Check transmission fluid and filter(s). Change per OEM recommendation with Transynd fluid.
(a separate charge will apply if fluid and filter is needed)
8. Check transfer case fluid (if applicable)
9. Check differential fluid. (a separate charge will apply if fluid change is necessary)
Nov
10. Complete chassis lubrication
11. Check and top off power steering fluid level
12. Check and top off brake fluid level (as applicable)
13. Check and top off windshield washer fluid
14. Check and top off priming tank reservoir(as applicable)
15. Check and adjust all tire pressures
16. Road test apparatus
17. Perform complete vehicle inspection per inspection list
18. Provide complete documents describing work performed, complete inspection report which
includes estimates for repairs needed other than described in the normal maintenance listed
above. (See required inspection guideline list)
19. Rotate Front Tires
20. Shop supplies
21. Fluid sampling from 3rd party laboratory for contaminates in Engine oil and transmission fluid.
Annually for apparatus with a fire pump
1. Fire pump testing per NFPA and OEM recommendations
FOAM SYSTEM MAINTENANCE per OEM recommendations
A.Change the system hydraulic filter and top off the fluid as needed, Check for contamination in
the drain fluid.
B. Foam System Flush
Part#1: Drain/Flush the Foam System Plumbing—"Major Flush"
1. Place the apparatus on the containment berm or within the containment area. Set up and test the
pump and hose lines that will be used to move the wastewater/foam from the containment berm
or area to the storage tank or transport tank.
2. Drain as much concentrate as possible from the foam system using gravity and air pressure.
Water will be pushed through the foam pump during this procedure. It is recommended to
operate the foam pump in manual control mode during this operation to improve the flow
through the pump.Catch and properly dispose of any/all-foam concentrate in a container
separate from the wastewater/foam that will be present during the remaining steps.
3. Flush the foam system plumbing with fresh pressurized water,starting with the foam intakes and
foam concentrate discharges. (If a foam tank Drain/Flush/Wash is required,route the water
from this process back into the tank using discharge hose lines.)
4. Remove, Clean,and Visually Inspect all system foam strainers.
5. Flush all Foamed Discharges with fresh pressurized water by opening each metering valve and
blocking valve, if applicable. (If foam tank Drain/Flush /Wash is required,route the water
from this process back into the tank using discharge hose lines.)
6. Flush the Foam Tank Fill valve and lines with fresh pressurized water ONLY IF a Foam Tank
Drain /Flush/Wash is required.
7. Drain the foam system.
8. Close all valves, metering valves,and blocking valves.
9. Remove,Clean, Inspect,and Reinstall the Foam Tank Vacuum Breaker Vents.
10. Briefly test the operation of the foam system foam pump in manual mode
ANNUAL FOAM DISCHARGE TESTING
Perform annual foam pump discharge testing.
1. All foam metering valves were tested at 1,3 and 6 percent to ensure accuracy of the metering
valves.
Written quotes will be provided for any repair items identified.
OAFS Compressor Maintenance per OEM recommendations
1. Check compressor oil reservoir and top off as needed. (a separate charge will apply if fluid
change is necessary)
2. Check air filter. (a separate charge will apply if filter change is necessary)
Annual Aerial Device Maintenance
I. Includes OEM primary and 25-hour inspection
2. CIeaning and lubricating all ladder points
3. Minor cable adjustments,as necessary
4. Check hydraulic fluid,top off as necessary
5. Check hydraulic system filters. (a separate charge will apply if fluid change is necessary)
6. Perform drift test on all cylinders
7. Fluid sampling from 3"1 party Iaborato►y for contaminates in hydraulic fluid
An estimate of all necessary fluid and filter changes, along with any other additional charges will
he supplied to customer before completion.
General Terms:
a The majority of the Port Arthur Fire Department fleet subject to the services associated with this
RFP consists of Pierce fire apparatus. The Proposer must be capable of providing Pierce
authorized warranty work on those vehicles still subject to warranty. The Proposer's mechanics
who will be working on fire department apparatus will be certified by a recognized certifying
authority in the respective field.
b. When the Proposer must subcontract work, the Proposer will obtain permission from an authorized
representative of the Port Arthur Fire Department for such work, and the Proposer will act as the
agent for the department, securing qualified work at appropriate pricing.
c. Proposer's facilities and equipment may be a factor in determining whether the Proposer is capable
of performing the requested services, therefore, Proposer's facilities and equipment may be subject
to inspection by the department.
d Parts and materials used for service or repair shall be equal to or exceed the quality of the original
parts and materials.
e. Parts and materials furnished by the Proposer shall be subject to the manufacturer's warranty.
f. The Proposer shall be responsible to replace parts or materials which fail or do not perform during
the warranty period at no additional cost.
g. The Proposer shall warranty the service component of the work for a period of ninety days from
the date of the original service.
Pr
The City of Port Arthur requires comprehensive responses to every section within this RFP.
Conciseness and clarity of content are emphasized and encouraged. Vague and general
proposals will be considered non-responsive and will result in disqualification. To facilitate
the review of the responses,Firms shall follow the described proposal format. The intent of
the proposal format requirements is to expedite review and evaluation. It is not the intent to
constrain proposers with regard to content, but to assure that the specific requirements set
forth in this RFP are addressed in a uniform manner amenable to review and evaluation.
Failure to arrange the proposal as requested may result in the disqualification of the proposal.
It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages
of the proposal must be numbered and the proposal must contain an organized, paginated
table of contents corresponding to the sections and pages of the proposal.
EVALUATION CRITERIA:
The Proposer shall provide the following information:
EXPERIENCE:
1. Proposer's performance in fleet preventive maintenance and repair services for
governmental entities or other clients. Proposer should indicate the number of years
of experience the firm has in performing fleet preventive maintenance services and repairs
with fleets of comparable size to the City or other clients.
2. The mechanics assigned by the Proposer shall specialize in fire apparatus
maintenance and repair. This experience shall be documented in a resume for each
staff member of the organization that will be selected to provide service to the City.
REFERENCES:
Include three (3) business references for which similar services have been provided. Include the
following:
I. The period for which you have provided this service;
2. A brief description of the scope of work; and
3. Contact name,title, address,and telephone number.
The Proposer hereby authorizes and requests any person,firm,corporation and/or government entity
to furnish any information requested by the City in verification of the references provided and for
determining the quality and timeliness of providing the services.
PRICING:
Labor rates, parts mark-up,and materials mark-up competitive with service and repairs typical for
fire apparatus.See Appendix A
LOCATION:
Transporting fire apparatus by wrecker can be costly;therefore,qualified Proposers who are located
within a fifty mile distance from the City will be given greater consideration.
Page 7 of 23
QUALITY OF RESPONSE:
Completeness of the response to this RFP including submission of all checklist documents.
SELECTION PROCESS:
All applications will be screened by an evaluation committee and those applicants selected for a
short list may be invited to attend an interview, at the applicant's own expense. The City shall not
incur any costs for applicant preparation and/or submittal of qualifications.
The City will evaluate all responses based on the qualifications, past performance and project
approach. The City reserves the right to negotiate the final fee prior to recommending any business
for a contract.
The City's process is as follows:
1. The evaluation committee shall screen and rate all of the responses that are submitted.
Evaluation ratings will be on a 100 point scale and shall be based on the following
criteria:
a. Experience ... 50 pts
b. References 20 pts
c. Pricing 20 pts
d. Location 10 pts
2. City staff shall recommend the most qualified business to the City Council and request
authority to enter into a contract.
3. When services and fees are agreed upon,the selected business shall be offered a contract
subject to City Council approval.
4. Should negotiations be unsuccessful,the City shall enter into negotiations with the next,
highest ranked business. The process shall continue until an agreement is reached with
a qualified business.
5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred
in the preparation and presentation of a response. All finalist(s)shall pay their own costs
incurred in preparing for, traveling to and attending interviews.
Page 8 of 23
GENERAL INFORMATION:
Proposers are cautioned to read the information contained in this RFP carefully and to submit
a complete response to all requirements and questions as directed.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and
`Proposal" shall be equivalent.
AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance
with these specifications. The City reserves the right to award on the basis of the Lowest and Best
Offer in accordance with the laws of Texas, to waive any formality or irregularity,and/or to reject
any or all proposals.
ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any
interl ineations,alteration,or erasure made before opening time must be initialed by the signer of the
bid, guaranteeing authenticity.
PROPOSAL: The proposer may withdraw its proposal by submitting
WITHDRAWAL
rit ennrreqquues over he signature of an authorized individual,to the Purchasing Division any time
prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the
deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be
considered if submitted after the deadline.
CONFLICT OF INTEREST:No public official shall have interest in this contract,in accordance
with Vernon's Texas Code Annotated,Local Government Code Title 5, Subtitle C,Chapter 171.
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/fi lin gin folconfl ict form s.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.
Page 9 of 23
or'
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 RFP will be made by addenda no
later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing
authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City
assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum.
Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. Et
is the vendor's responsibility to check for any addendums that might have been issued before bid
closing date and time. Al! addenda will be numbered consecutively, beginning with 1.
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 owners) 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.: Fire, 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 60I 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.
Page 10 of 23
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. The City of Port
Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas
and the City Attorney concerning any portion of these requirements.
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 RFP.
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 ail 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
Page 11 of 23
of Port Arthur the option of selecting goods which may be considered more suitable for the purpose
involved.
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 Contract 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 Iimits
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$1,000,000 single limit per occurrence or$1,000,000 each
person/$1,000,000 per occurrence;and,
Page 12 of 23
b. Property Damage$1,000,000 per occurrence regardless of contract amount; and,
c. Professional Liability: $1,000,000.
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 feast 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.
Page 13 of 23
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Please include Appendix A—D when submitting proposal documents.
Page 14 of 23
APPENDIX A
CHARGES FOR SERVICES
a. Provide total cost per 500 Engine Hour or 6 month PM service including
parts and labor $2250.00
b. Provide total cost per unit for annual pump testing including
parts and labor$525.00
c. Provide total cost per unit for foam system maintenance including parts and labor
$650.00
d. Provide total cost per unit for annual foam discharge testing including parts and
labor$257 5.per Industrial $1 57 5 per Municipal.
e. Provide total cost per unit for CAFS system PM including parts and labor
$1500.00
f. Provide total cost per unit for annual aerial PM and inspection
including parts and labor$3250.00
g. Proposer will be responsible for removal and proper disposal of all waste fluids and
filters and filters after completion of services. The fees for these services are'to be
included in the cost of each maintenance price.
h. Synthetic fluids, if requested by the Fire Department, will require an additional fee
above the normal oil price rates listed in the prices above.
i. Hydraulic mounted generator services may require additional parts and labor that
will be quoted on a separate estimate at the time of service.
j. Provide total cost for a wheel's off brake inspection $525.00
Page 15 of 23
k. Provide normal business hourly labor rate at vendor's location of business
$195.50
Provide road service hourly rate during normal business hours $195.50
m. Provide road service after normal business hourly labor rate $195.50
n. Provide travel rates for road service (travel hours x hourly rate) No travel charge
o. Specify normal operating business hours of your business 7:30 AM - 4:30 PM M,-F
p. Provide percent mark-up for parts and materials, over costs, for
repairs cost x 1..67
q. Provide percent mark-up for work which is subcontracted cost x 1.25
r. Lodging rates will be reimbursed to Proposer by customer if out of town overnight
travel is required. These rates will be reimbursed at the local and current average
lodging rates.Receipts for lodging must be provided by Proposer at time of invoicing
to seek reimbursement.
Page 16 of 23
APPENDIX B
LETTER OF INTEREST
RFP— Fire Apparatus Preventative Maintenance &Repair
Deadline: December 17,2025
The undersigned firm submits the following information (this RFP submittal) in response to the
Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX(City)
to provide Access Control System for the City of Port Arthur,TX. Enclosed, and by this reference
incorporated herein and made a part of this RFP,are the following:
❖ Charges for Services
❖ Completed RFP Letter of Interest Form
❖ Completed Affidavit
❖ Non Collusion Affidavit
❖ Completed Conflict of Interest Form
❖ HB 89
❖ SB 252
Firm understands that the City is not bound to select any firm for the final pre-qualified list and may
reject any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and
participating in this process will be borne solely by the firm, and that the required materials to be
submitted will become the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or
incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing
this letter of interest and making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of
Texas_
Siddons Martin Emergency Group, LLC 12/9/2025
Firm Name
9645 Jade Avenue Port Arthur, TX 77640
Address City/State/Zip
Chief Legal Officer
Author ed Signature Title
Kathryn Williams 281-442-68.06
Name (please print) Telephone
legal@siddons-martin.com
Email
Page 17 of 23
Experience_
1) 15 years of experience providing fleet preventive maintenance and repair services
for government agencies and other clients. Since then, we have continued to deliver
these services to departments and government entities of similar size.
2) We have several technicians with both field and shop experience, holding
certifications such as Pierce Master Technician, Aerial Maintenance, Chassis
Electrical, Command Zone, DEF/DPF Emissions, PUC Maintenance,Tak-4, Air
Brakes, Preventive Maintenance, Husky Foam Systems, and EVT Certifications.
References:
1) Dallas Fire Department
Serving since 2018
1500 Marilla St.
Dallas,Tx 75201
241-670-4610
2) Lake Charles
Serving since 2021
4200 Kirkman St.
Lake Charles La,70607
337-491-1360
3) Pineville
Serving since 2022
35 Purser St.
Pineville La,71360
318-449-5664
APPENDIX C
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:
Printed Kathryn Williams
Name:
Title: Chief Legal Officer
Company: Siddons Martin Emergency Group, LLC
Date: 12/9/2025
SUBSCRIBED and sworn to before me by the above named Kathryn Williams on this
the 9 day of December , 2025
""""� LANDON MENDEZ tary Public in and for he
gfftY v9��
O:' iL
__; _Notary Public,State of Texas tate of Texas
�A•. •y��- Comm.Expires 01-06-2029
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,V Notary ID 132853232
My commission expires: I it,/71
Page 18 of 23
APPENDIX D
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:
X 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.
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.
Siddons Martin Emergency Group, LLC 12/9/2025
Firm Name
9645 Jade Avenue Port Arthur, TX 77640
Address City/State/Zip
Chief Legal Officer
Authorized Signature Title
Kathryn Williams 281-442-6806
Name (please print) Telephone
legal@siddons-martin.com
Email
STATE: Texas
COUNTY: Harris
SUBSCRIBED AND SWORN to before me by the above named Kathryn Williams
on this the 9 day of December , 20 25
• " LANDON MENDEZ
,.;�Yooe, otary Public
s Notary Public,State of Texas
a . r Comm.Expires Q1-P¢-2029
Notary ID 13253232
RETeKI*TIIIS Fir r PART OF THE PROPOSAL
Page 19 of 23
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.
J Name of vendor who has a business relationship with local governmental entity.
Siddons Martin Emergency Group, LLC
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.)
Name of local government officer about whom the information is being disclosed.
N/A
Name of Officer
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.
N/A
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
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.
N/A
Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
CA f 12/9/2025
Sign t e of vendor doing business with the governmental entity Date
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021
CERTIFICATE OF INTERESTED PARTIES FORM 1295
1 of 1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2025-1398187
Siddons Martin Emergency Group,LLC
Houston,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 12/09/2025
being filed.
City of Port Arthur Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
Bid No.26-003
Fire Apparatus Preventive Maintenance and Repair Contract
Nature of interest
4
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling I Intermediary
Siddons Martin Holding, Inc. Houston,TX United States X
5 Check only if there is NO Interested Party. ❑
6 UNSWORN DECLARATION
My name is Kathryn Williams and my date of birth is 5-3-1984
My address is 1362 E. Richey Road , Houston TX , 77073 USA .
(city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in Harris County, State of Texas ,on the 9 day of December 2025
(month) (year)
nature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.0.22701b2a
APPENDIX F
House Bill 89 Verification
Kathryn Williams (Person name), the undersigned representative
(hereafter referred to as "Representative")} of Siddons Martin Emergency Group, LLC
(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.
r r
SI NATURE OF REPRESENTATIVE
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this
9 day of December , 20 25
A
4M%, LANDON MENDEZ
_( f^Notary Public,State of Texas
Comm.Expires 01-06-2029
Notary ID 132853232
N tart' Public
Page 22 of 23
APPENDIX G
SB 252
CHAPTER 2252 CERTIFICATION
1, Kathryn Williams , the undersigned and
Representative of Siddons Martin Emergency Group, LLC
(Company or Business Name)
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.
Kathryn Williams
Name of Company Representative (Print)
Signature of Company Representative
12/9/2025
Date
Page 23 of 23
I