HomeMy WebLinkAboutPR 24926: CONTRACT WITH THE CITY FENCE FOR THE INSTALLATION OF AN 8 FOOT CEDAR SECURITY FENCE ALONG THE PUBLIC WORKS OPERATIONS CENTER PROPERTY ort rlhur
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INTEROFFICE MEMORANDUM
Date: April 27, 2026
To: The Honorable Mayor and City Council
Through: Ronald Burton, CPM, City Manager
From: Suhail Kanwar, MS, PE, CFM, Director of Public Services/City Engineer
RE: PR 24926—Authorizing the City Manager to enter into a contract with City
Fence of Port Arthur for the installation of an 8-foot cedar security privacy
fence along the southwestern perimeter of the Public Works Operations Center
property.
Introduction:
The intent of this Agenda Item is to seek City Council's authorization for the City Manager to
execute a contract with City Fence of Port Arthur, Texas, for the installation of an 8-foot cedar
security privacy fence along the rear southwestern perimeter of the Public Works Operations
Center property for the not-to-exceed amount of$31,325.77.
Background:
The Public Works Operations Center has accumulated abandoned scrap tires,creating an eyesore
for adjacent residents. Installing a security privacy fence along the rear southwestern corner of
the property is necessary to contain debris, enhance public safety, prevent theft and vandalism,
and ensure regulatory compliance. This area borders residential properties and requires
appropriate screening to address privacy and security considerations.
The Purchasing Department received five (5) quotes. Staff evaluated the quotes and determined
that City Fence was the lowest and most responsible bidder.The bid tabulation and specifications
are attached in the resolution.
Budget Impact:
Funding is available in the Capital Improvement Fund for the Public Works Operations Center
Rehabilitation—Security Fencing account, 307-21-049-8525-00-10-000, Project Number
BU0001.OTH.SFC for the not-to-exceed amount of$31,325.77.
"Remember,we are here to serve the Citizens of Port Arthur"
Recommendation:
It is recommended that the City of Port Arthur City Council approve PR 24646, authorizing the
City Manager to enter into a contract with City Fence of Port Arthur, Texas, to install 8-foot
cedar security privacy fencing along the southwestern perimeter of the Public Works
Operations Center property in the not-to-exceed amount of$31,325.77.
P.R.24926
04/27/2026 LLJ-TNR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ENTER INTO A CONTRACT WITH CITY FENCE OF
PORT ARTHUR, TEXAS, FOR THE INSTALLATION OF
AN 8-FOOT CEDAR SECURITY PRIVACY FENCE ALONG
THE SOUTHWESTERN PERIMETER OF THE PUBLIC
WORKS OPERATIONS CENTER PROPERTY FOR THE
NOT-TO-EXCEED AMOUNT OF $31,325.77. FUNDS ARE
AVAILABLE IN PUBLIC WORKS OPERATIONS CENTER
REHABILITATION — SECURITY FENCE ACCOUNT,
ACCOUNT NUMBER 307-21-049-8525-00-10-000.
WHEREAS, the Public Works Operations Center has accumulated abandoned scrap tires
and related debris, which constitute a visual nuisance and potential public health and safety
concern for neighboring residents and surrounding properties; and
WHEREAS, the installation of an eight-foot (8') cedar security privacy fence along the
southwestern perimeter of the Public Works Operations Center is necessary and in the public
interest to secure the site, contain debris, deter unauthorized access, reduce opportunities for theft
and vandalism, enhance operational safety, and maintain compliance with applicable regulatory
and environmental standards; and
WHEREAS, the City's Purchasing Department solicited and received five (5)
competitive quotations for the proposed fencing project from S.H. Absolute Construction of
Nederland, Texas; Mike Barnett Construction of Port Neches, Texas; Sunset Coastal
Innovations, LLC of Port Arthur, Texas; PBF & C, LLC of Beaumont, Texas; and City Fence of
Port Arthur, Texas, as reflected in the bid tabulation attached hereto as Exhibit"A"; and
WHEREAS, upon review and evaluation of the submitted quotations, City Fence of Port
Arthur, Texas, was determined to be the lowest responsible bidder meeting the City's
specifications, with a total proposed cost of$31,325.77; and
WHEREAS, the anticipated project completion schedule is approximately fifteen (15)
calendar days from the issuance of the notice to proceed; and
WHEREAS, funding for this project is available in the Capital Improvement Fund for
Public Works Operations Center Rehabilitation—Security Fencing, Account No. 307-21-049-
8525-00-10-000, Project No. BU000l.OTH.SFC.
NOW THEREFORE, BE IT RESOLVED BY CITY COUNCIL OF CITY OF
PORT ARTHUR, TEXAS:
THAT,the facts and opinions in the preamble are true and correct; and,
THAT, the City Council hereby authorizes the City Manager to execute a contract with
City Fence of Port Arthur, Texas, for the installation of an eight-foot (8') cedar security privacy
P.R.24926
04/27/2026 LLJ-TNR
Page 2 of 3
fence along the southwestern perimeter of the Public Works Operations Center, in an amount not
to exceed $31,325.77, as reflected in Exhibit "A" and the contract documents attached hereto as
Exhibit "B"; and
THAT, funding is available in the Capital Improvement Fund for Public Works
Operations Center Rehabilitation—Security Fencing account, account number 307-21-049-8525-
00-10-000, Project Number BU0001.OTH.SFC; and,
THAT, a copy of the caption of this resolution be spread upon the minutes of City
Council.
READ, ADOPTED, AND APPROVED THIS day of
2026 at a Regular Meeting of City Council of the City of Port Arthur, Texas, by the following
vote:
AYES: Mayor ;
Councilmembers:
NOES:
Charlotte M. Moses
Mayor
ATTEST:
Sherri Bellard, TRMC
City Secretary
P.R.24926
04/27/2026 LLJ
Page 3 of 3
APPROVED
Roxann Pais Cotroneo, Esq.
1 City Attorney
APPROVED FOR ADMINISTRATION:
0*k 0 .,,, ,,,,,_„-----"-
Ronald Burton, CPM
City Manager
Suhail Kanwar, MS PE CFM
Director of Public Service/City Engineer
APPROVED AS TO THE AVAILABILITY OF FUNDS:
-, ,(ea 6:)(.1..1)-(0
yn:. Boswell, ICMA-CM, GFOA
Finance Director
l
Clifto . illiams,Jr CPPB
Purchasing Manager
P. R. 24926
EXHIBIT
A
I
CITY OF PORT ARTIIUR,TEXAS it
Bid Tabulation
ort rthu �
Fence at Operation Center
I
Q26-003
I
S.H Absolute Mike Barnett Sunset Coastal
Construction Construction Innovations,LLC PBF&C,LLC City Fence
Item Days to Days to Days to Days to Days to
# Description Cost Complete Cost Complete Cost Complete Cost Complete Cost Complete
1 Fence at Operation Center $35,588.00 10 $44,952.00 30 $50,276.25 N/A $54,406.00 20 $31,325.77 15
Location Nederland,TX Port Neches,TX Port Arthur,TX Beaumont,TX Port Arthur,TX
I
I 1 1
/
LI ((S /06 a (o
! Clifton WI liams,Purchasing Manager Date
9 I
i
P. R. 24926
EXHIBIT
B
CONTRACT FOR INSTALLATION OF AN 8-FOOT CEDAR SECURITY
PRIVACY FENCING AROUND THE SOUTHWEST PERIMETER OF THE
PUBLIC WORKS OPERATIONS CENTER PROPERTY
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 City Fence 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 term of this contract shall be for 15 days from the date stated on the Notice to
Proceed. 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.
2. The CONTRACTOR will perform work as stated in the Contract Documents.
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 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 therein for the sum of
$31,325.77.
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) General Information
c) Specifications
d) Quote
e) Notice of Award
f) 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 above written.
Signed on the day of 2026
A- 1
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2026
ATTEST CITY FENCE
BY
CITY SECRETARY
A- 2
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.
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: 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.
ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business
arrangement with any employee, official or agent of the City of Port Arthur.
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.
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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
Page 4 of 7
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.
Page 5 of 7
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 limits
1. 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.
2. 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.
Page 6 of 7
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.
4
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Fence at Operation Center
Scope of Work
1. 8 foot Cedar with 2 7/8 OD SS 40 post
2. 6 foot apart poles
3. Four 2x4 runners
4. 612 foot long
5. 2x6 rot boards at the bottom
6. Remove and discard old fence
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Page 2 of 7
4
(`ITY OF PORT AftTNI'R Q2 404)
ew i QUOTE SHEET
'pM1 vIwp it§1
e ICpecifkatioes are attached)
*Vitt Primp
r.p..
Doge of Rerleesi: March 3I.2026
Department Requesting Quote: Public Works
Services Needed: Fence at Operation Center
Qeoee Dee Dated rime: Monday,Apnl 6.2026 by 4 00 P M
Delivery: Quotes arc to be fined to(409)9834291.
E-mailed to dinar v.illiamsa portarthurtt.gov
Delivered to the Purchasing Div.2"floor.City Hall
Questions,Please contact: Clifton Williams.Purchasing Manager
Clifton Nilliams t.portartburt. goy
DESCRIPTION DAYS TO TOTAL COST
COMPLETE
Fence at Operation Center
15 S313Z_5-•' 1
Company'Name Signature
RCP, Plclu‘ n yL 9 1 3(47 --b(c qEr
Printed Name Phone
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Address Fax
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*;'„• Williams,Purchasing Manager Date
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