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PR 24964: EMERGENCY, DISASTER, & LOGISTICAL SERVICES
Ciry of f f/11 40,� ort rtltu�� Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: (May 20, 2026) To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: (Clifton Williams, Purchasing Manager) RE: (P. R#24964) Emergency Environmental, Disaster, & Logistical Services Introduction: This Agenda Item intends to seek the City Council's approval for the City Manager to authorize the contract with Cotton Commercial USA, Inc for the provision of emergency environmental, disaster, & logistical services in the event of an emergency or disaster, not to exceed an amount of$1,000,000. Background: The City of Port Arthur is susceptible to hurricanes, tropical storms, flooding, industrial incidents, and other emergency events that may require immediate access to specialized personnel, equipment, materials, and logistical support services. Establishing pre-event emergency response contracts is a recognized best practice that enables the City to rapidly mobilize resources and begin recovery operations immediately following a disaster. To ensure the availability of qualified emergency response services, the City solicited proposals for emergency environmental, disaster recovery, debris management, and logistical response services. Notice of the solicitation was published on October 1, 2025, and October 8, 2025, and proposals were publicly opened on November 19, 2025. The City received six (6) proposals from qualified firms. A committee comprised of City staff evaluated the proposals based on the criteria established in the solicitation. Following the evaluation, Cotton Commercial USA, Inc. of Katy, Texas,received the highest overall ranking and was determined to be the most qualified firm to provide the requested services. Under the proposed agreement, Cotton Commercial USA, Inc. will provide emergency response personnel, equipment,materials, temporary facilities, environmental remediation services, debris management support, and other logistical services as requested by the City during emergency or disaster events. The agreement is non-exclusive, allowing the City to utilize additional contractors, mutual aid resources, governmental agencies, or other service providers when necessary to address emergency conditions. "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• Budget Impact: The proposed agreement establishes a maximum authorization amount of $1,000,000.00 during the contract term. The agreement does not obligate the City to expend funds and does not guarantee any minimum amount of work to the contractor. The initial contract term will extend through December 31, 2026, with the option to renew for two (2) additional one-year terms upon mutual agreement of the parties and satisfactory performance. Recommendation: Staff recommends approval of a non-exclusive agreement with Cotton Commercial USA, Inc. of Katy, Texas, for emergency environmental, disaster recovery, debris management, and logistical response services in an amount not to exceed$1,000,000.00, subject to emergency appropriations and available funding. • "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 J P. R. No. 24964 5/20/2026 cew- tnr RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A NON-EXCLUSIVE AGREEMENT WITH COTTON COMMERCIAL USA, INC., OF KATY,TEXAS, FOR THE PROVISION OF EMERGENCY ENVIRONMENTAL, DISASTER RECOVERY, DEBRIS MANAGEMENT,AND LOGISTICAL RESPONSE SERVICES; AUTHORIZING AN AMOUNT NOT TO EXCEED $1,000,000.00 DURING THE AUTHORIZED TERM; PROVIDING FOR AN INITIAL TERM THROUGH DECEMBER 31, 2026, WITH TWO OPTIONAL ONE-YEAR RENEWAL TERMS; AND PROVIDING THAT FUNDING SHALL BE SUBJECT TO EMERGENCY APPROPRIATIONS AND AVAILABLE PROJECT FUNDING. WHEREAS, the City of Port Arthur is vulnerable to hurricanes, tropical storms, flooding events, industrial incidents, and other natural and man-made disasters that may require the immediate deployment of specialized emergency response resources; and WHEREAS, it is in the best interest of the City to establish a pre-event contractual relationship with a qualified emergency response contractor to ensure the timely availability of personnel, equipment, materials, and logistical support services during emergency events; and WHEREAS, pursuant to Chapter 252 of the Texas Local Government Code, the City solicited competitive proposals for emergency environmental, disaster recovery, and logistical response services; and WHEREAS, notice of the solicitation was published in The Port Arthur News Paper on October 1,2025,and October 8,2025,and proposals were publicly opened on November 19,2025, as reflected in Exhibit"A"; and WHEREAS, the City received six (6) proposals from qualified firms, as reflected in Exhibit"B"; and WHEREAS, a committee composed of City staff evaluated the proposals in accordance with the criteria established in the solicitation and determined that Cotton Commercial USA, Inc., of Katy, Texas, submitted the highest-ranked and most advantageous proposal to the City; and WHEREAS, the City desires to enter into a non-exclusive agreement with Cotton Commercial USA, Inc. through December 31; 2026, with the option to renew the agreement for up to two (2) additional one-year terms upon mutual agreement of the parties and the availability of funding, as reflected in Exhibit"C"; and WHEREAS, the agreement is non-exclusive and does not restrict the City's authority to P. R. No. 24964 5/20/2026 cew- tnr utilize other contractors, mutual aid resources, governmental agencies, or emergency service providers as circumstances may require. 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. The City Council hereby authorizes the City Manager to execute a non- exclusive agreement with Cotton Commercial USA,Inc.,of Katy,Texas,in substantially the same form as attached hereto as Exhibit "C," for the provision of emergency environmental, disaster recovery, debris management, and logistical response services. Section 3. The agreement shall remain in effect through December 31, 2026, and may be renewed for up to two (2) additional one-year terms upon mutual agreement of the parties, satisfactory contractor performance, and the availability of appropriated funds. Section 4. The aggregate amount authorized under this agreement shall not exceed $1,000,000.00 during the authorized term; provided, however, that no minimum amount of work is guaranteed. Funding for services performed under this agreement shall be subject to emergency appropriations. Section 5. 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 June, 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: P. R. No. 24964 5/20/2026 cew Page 3 of 3 Charlotte M. Moses Mayor ATTEST: Christe Ned City Secretary APPROVED AS Roxann Pais Cotroneo, Esquire City Attorney APPROVED FOR ADMINI: RATION: Ronald BurtjrrCPM City Manag-r APPROVED AS TO AVAILABILITY OF FUNDS: tte40- _ei3 &ie.( o 42D `"Lyn" Boswell, M.A., ICMA'CM Director of Finance difeiti.., Clifton illiams Purchasing Manager EXHIBIT "A" L . .., CITY OF PORT ARTHUR Request for Proposals Emergency Environmental, Disaster, and Logistical Response Services October 1,2025 October 8,2025 PUBLIC NOTICE , . CITY.OF PORT ARTHUR,... ADVERTISEMENT:Fcik;PROPQALS.': ..., „ ee,. itiQE:IS HEREBY GIVEN itiAT-teated Proposal ,addressed to the City of Port Arthur;Will be dyed a,t,the,Pffic'Oargla Cifst-SeCiefe'ry,'city clan,444-4th.'§trpt oeF..o..,.,ock.jo89,...F9itArthur, kas.;ii64.1 no later thaWISItt P.M.,Wednesday, A 2o2s.,AopliOnfitIpmps will1-4i•eac,i 11: ' i: gihiliog at 315 P.M.on Wednesday,October 2,2-,' ,,)C.itY I ; .,... - , 2026 la the.City,'Counci[Chainbe0:,, t.tr,FIbor for certain services asz, . REOUESf FOR PROPOSALS , ---,, 7, - 1, .', ..' .1., - • , • • ,, DEBRISREMOVAL&:EMERGENCYstRvicEs'FOR THE,CITTot, ,.: ,, . , grARTffuR ' ,;1, , ..„ , ,f, FOOD SERVICES SERVICES:puma DISASTER RECOVERY FOR THE CITY OF. ._., -, , ,I RT ARTHUR' , , „ „ „ FUEL SERVICES DURING DISASTERS , EMEROENCY'ENVIRONMEiNTALiOl ,LOGISTICAL.BASTER;':ANO , iN'.,, ,-'',?!-,-''. SPON:SESERVICES,. ,,, .„ ,•-• .-,' • iiiboag eceived after The q deadline stated above, regardless'0 method at deliliec will not be „tt, P.01aatall and returned unopened.: , „ ! 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Wii.....24,1'1,.;,-.-*'.7.'_ ' -,•,'.%,--,4-,-;:'..," -.a ,"-N1,,.'..-:.'•-0 '''.'i:;.:t..N;;;;Ii':OA..:-:-'..,'-407.t.liitt•,-1:7„ t:',..,-.'-',-?:r... ,'".!''',-4;'•-;31;,,11,';:I:W.,:ti ' ''';'''' ''''..'AI,P.7.,,,:. .,-,,,;, . ',,,g'' :-.: .'!--:'''''lif::'''.:,;:ll'I'''=-4-.5.-", .''',-- ,•'::',4,- SLI;''''''.''';'''''''' ;'iV'Y'l i. . '-..--ffq- - , , i, „_-.7.7.1,17- -'(j,„:,,''".''-''-' •' ,':''-:'--.-,--:',1-,f'', ...,&0.: i.,,-..m.Afe:-.:.,--' - - EXHIBIT \B 4. O .1r e cn CD ii. A iale C.) V' V' in 41 U \ 1.4 i..,, s)':'0 0 I •.r bA .,3, I c i. H to al ,sa .0 t.g v. Ln ems-+ y A o � Wcn c scfl i Ts N el) y w d 0 Ra O. ,3 to In. In. in 00 co W W W m 0 a N M h a) 1—I W 6 =I .� © In ui Crl C m - u, ,44 . tn. to. ur in c •.. CI) CU t� L� L` L, M 113 C ,A w L v X C} C R d as a: o a co O` -o o R c is o .O t E c J U' O •R. a .y y O 3 as Q• 0 — 2 a ("n a ' c o o ca ITI CI a 4 W a a` F-+ >, >-- P. R. No. 24964 5/20/2026 cew- tnr EXHIBIT 66C 99 \ ll CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM HAROLD L.DOUCET,SR, E"` CITY MANAGER MAYOR PRO TEM City.of /11 SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE BAE LEWIS,JR. Ort rthrt. TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM Texas CITY ATTORNEY THOMAS KINLAW,HI DONALD FRANK,SR. OCTOBER 10,2025 REQUEST FOR PROPOSAL EMERGENCY ENVIRONMENTAL,DISASTER,AND LOGISTICAL RESPONSE SERVICES • DEADLINE: Sealed Proposal submittal must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, October 22, 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, October 22, 2025 in the City Council Chambers, City Hall, 5th Floor,Port Arthur,TX. You are invited to attend. MARK ENVELOPE:P25-089 DELIVERY ADDRESS:Please submit one(1)original and one (1) copy of your proposal 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 Invitation to Proposal or Scope of Work should be directed in writing to: City of Port Arthur, TX Clifton Williams,Purchasing Manager P.O.Box 1089 Port Arthur,TX 77641 clifton.williamsportarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 1089 1 414 4th Street I Port Arthur,Texas 77641 1409.983.8160 I 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. ehiofrP 6124/Sea424- Clifton Williams Purchasing Manager REQUESTS FOR PROPOSALS EMERGENCY ENVIRONMENTAL,DISASTER,AND LOGISTICAL RESPONSE SERVICES (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? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City,State,Zip Code: Date: TABLE OF CONTENTS A. CONTRACT AGREEMENT B. ADVERTISEMENT FOR BIDS C. GENERAL INFORMATION D. FEDERAL CLAUSES E. BID SHEET F. SCOPE OF WORK G. EVALUATION CRITERIA H. LETTER OF INTEREST I. AFFIDAVIT J. CONFLICT OF INTEREST QUESTIONAIRE K. PROPOSER WARRANTIES L. NON-COLLUSION AFFIDAVIT M. HOUSE BILL 89 VERIFICATION N. SB 252 CHAPTER 2252 CERTIFICATION O. REFERENCES P. MBE DOCUMENT Q. NOTICE OF AWARD R. NOTICE TO PROCEED S. INSURANCE T. ADDENDUMS SECTION A CONTRACT AGREEMENT _ _ _ CONTRACT TO PROVIDE EMERGENCY ENVIRONMENTAL, DISASTER, AND LOGISTICAL SUPPORT 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 Cotton Commercial USA a(n) Corporation herein after called "COMPANY". WHEREAS, the City of Port Arthur desires to obtain services in connection with post disaster debris removal and emergency services; and WHEREAS, this Agreement between the Parties consists of the terms and conditions set forth herein, and the documents attached are incorporated for all purposes for the following services: CONTRACT TO PROVIDE EMERGENCY ENVIRONMENTAL, DISASTER,AND LOGISTICAL SUPPORT WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, CITY and COMPANY agree as follows: 1. SCOPE OF SERVICES: COMPANY will provide supplies and services (the"Work") to the CITY in Connection with the Project. Such Work is more specifically described in the scope of work details listed below. a. During the term of this Contract,the COMPANY will furnish at its own expense all of the materials, supplies,tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of COMPANY in the Specifications. b. COMPANY agrees to perform all the work described in the specifications and contract documents and to comply with the terms in the amounts stated in its response to the Request for Proposals. c. The term "Contract Documents"means and includes this document along with the following: • Request for Proposals • General Information • Scope of Work Details • Cost Proposal Form • References • Letter of Interest • Affidavit • Conflict of Interest Questionnaire • Proposer Warranties • Non Collusion Affidavit • House Bill 89 Verification • SB 252 Chapter 2252 Certification • Federal Clauses • Notice of Award • Notice to Proceed 2. TERM: The term of this Contract shall be from day approved by Council to December 31, 2026. This contract has the option for two additional one (1) year periods, upon execution by the CITY unless sooner terminated under the terms set forth herein. It is agreed that the CITY will have the option to extend the contract for up to two additional one (1) year periods. To exercise this option, the CITY shall serve notice a minimum 30 days prior to contract termination. The Option to Extend will not be considered if funding is unavailable or if the COMPANY's past performance is not within the industry standard or acceptable to the CITY. It is agreed that, due to the nature of the work to be performed, the COMPANY does not begin work unless the CITY has issued a Notice to Proceed to the COMPANY. After a Notice to Proceed is issued the COMPANY agrees to perform the work according to the timeline in Exhibit A. 3. COMPLIANCE WITH LOCAL, STATE AND FEDERAL LAWS — COMPANY shall comply with all applicable laws, ordinances, and codes of the federal, state and local governments. 4. COMPENSATION: The CITY shall compensate COMPANY for the Work at the agreed upon pricing in Exhibit A. COMPANY will furnish an invoice to the CITY detailing activities performed and reflecting actual time and expenses incurred during the preceding month. All invoices are due under Government Code Sec. 2251.021, and are payable to COMPANY at . The CITY shall not be responsible for any payment to COMPANY for any additional services or expenses not specifically included in Exhibit A, except upon execution of an amendment to this Contract in writing by both parties. Parties shall attempt to resolve any payment disputes within thirty (30) days after the invoice date. 5. INSURANCE REQUIREMENTS: All insurance must be written by an insurer licensed to conduct business in the State of Texas.The COMPANY shall provide all required City of Port Arthur certificates of coverage and all renewals throughout the duration of the Project. For each policy except Workers' Compensation protection, COMPANY shall name the CITY as an additional insured and shall provide that the policy require the insurance carrier to notify the CITY a minimum of thirty days (30) in advance of cancellation of all or part of the policy. All insurance policies are to be issued by an insurance company authorized to do business in the State of Texas and using an insurance company with an A.M. Best rating of B+or better. All subcontractors utilized must also comply with these specifications as if they were the winning proposer. Specific details of coverage limits and conditions are listed below: a. Commercial general liability insurance, naming the City of Port Arthur as an additional insured and as certificate holder, and waiving subrogation per the contractual requirements of this project. Limits are to be equal to or greater than: $2,000,000 general liability(includes products and personal, etc.) $1,000,000 bodily injury single limit per occurrence or$1,000,000 each person $1,000,000 per occurrence $1,000,000 fire damage $1,000,000 property damage per occurrence regardless of contract amount $1,000,000 automobile damage $1,000,000 professional liability $500,000 standard workers compensation employers' liability insurance Statutory limits for workers compensation Insurance coverage shall be on an "occurrence basis" 6. INDEMNIFICATION: COMPANY shall comply with the requirements of all applicable laws, rules, and regulations in connection with the services of COMPANY and shall exonerate, indemnify and hold harmless the CITY, its officers, agents and all employees from any and all liability, loss or damage arising out of noncompliance with such laws, rules and regulations; without limitation, COMPANY shall assume full responsibility for payments of Federal, State and Local taxes or contributions imposed or required under the Social Security, Worker's Compensation, and Income Tax Laws with respect to COMPANY's employees. Further, COMPANY shall exonerate, indemnify and hold harmless the CITY, its officers, agents and all employees from any and all liability, loss, damages, expenses or claims arising out of negligence of COMPANY, its officers, agents and employees in connection with any of the work performed or to be performed under this Contract by COMPANY or as a result of COMPANY's failure to use and employ reasonable skill and care. Further, COMPANY shall exonerate, indemnify and hold harmless the CITY, its officers, agents, and all employees from any and all liability, loss, damages, expenses or claims for infringement of any copyright or patents arising out of the use of any plans, design, drawings, or specifications furnished by COMPANY in the performance of this Contract. The foregoing indemnification provision shall apply to COMPANY regardless of whether or not said liability, loss, damages, expenses, or claims is caused in part by a party indemnified hereunder. 7. SUCCESSORS AND ASSIGNMENTS: The CITY and the COMPANY each binds itself and its successors,executors,administrators,and assigns to the other party of this Contract and to the successors, executors, administrators and assigns of such other party,in respect to all covenants of this Contract. Except as above,neither the CITY nor the COMPANY shall assign, sublet, or transfer his interest in this Contract without the written consent of the other. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of any public body which may be a party hereto. 8. TERMINATION: This Contract shall terminate automatically upon completion of the Work by COMPANY. This Contract maybe terminated prior to completion of the Work by either party upon 30 days' written notice to the other. If, through any cause, COMPANY shall fail to fulfill in a timely and proper manner its obligations under this Contract, the CITY shall thereupon have the right to terminate this contract by giving written notice to COMPANY of such termination and specifying the effective date thereof, at least five days before the effective date of such termination. In the event of early termination, CITY shall pay COMPANY for all work performed and expenses incurred to the date specified in the notice of termination, and COMPANY shall turn over to the CITY all documents, information, and Work produced to said date relating to the Project. Notwithstanding the above, COMPANY shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of the Contract by COMPANY or its subordinates and the CITY may withhold any payments to COMPANY for the purpose of set-off until such time as the exact amount of damages due the CITY from COMPANY is determined. 9. INDEPENDENT CONTRACTOR: COMPANY is and shall be,in the performance of all Work, services, and activities under this Agreement, an independent contractor and not an employee, agent,or servant of CITY. All persons engaged by COMPANY to perform the Work,services,or activities described herein shall,at all times and in all places,be subject to the sole direction, supervision, and control of COMPANY. The relationship between CITY and COMPANY (including COMPANY's employees) shall be in all respects an independent contractor relationship and not an employer/employee or principal/agent relationship. 10.PERSONNEL:The COMPANY represents that it has, or will secure at its own expense, all personnel required in performing the services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the CITY. All of the services required hereunder shall be performed by the COMPANY or under its supervision and all personnel engaged in the work shall be fully qualified and, if applicable shall be authorized or permitted under State and local law to perform such services. None of the work or services covered by this Contract shall be subcontracted without the prior written approval of the CITY. Any work or services subcontracted hereunder shall be specified by written Contract or agreement and shall be subject to each provision of this Contract. 11. REPORTS AND INFORMATION: The COMPANY at such times and in such forms as the CITY may require, shall furnish the CITY such periodic reports s it may request pertaining to the work or services undertaken pursuant to this Contract, the costs and obligations incurred or to be incurred in connection therewith, and any other matters covered by this Contract. 12. CIVIL RIGHTS: Under Chapter 106 Civil Practice and Remedies Code of the Revised Civil Statutes of Texas, no person shall, on the grounds of race, religion, color, sex or national origin, be excluded due to discrimination under any program or activity of the CITY.The COMPANY will carry out its work under this Contract in a manner which will permit full compliance by the CITY with the Statute. 13. 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. 14. ADDRESS OF NOTICE AND COMMUNICATIONS CITY: COMPANY: Mr. Ronald Burton Mr. Johnny Slaughter City Manager President City of Port Arthur Cotton Commercial USA PO Box 1089 5443 Katy Hockley Cut Off Road Port Arthur,,Texas 77641-1089 Katy TX 77493 All notices and communications under this Contract shall be mailed or delivered to CITY and the COMPANY at the above addresses. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an original on the date first written above. Signed on the day of , 2026. CITY OF PORT ARTHUR BY: Ron Burton, City Manager ATTEST: Sherri Bellard, City Secretary Signed on the day of , 2026. COTTON COMMERCIAL USA BY: PRINT NAME: TITLE: WITNESS: PRINT NAME: SECTION B ADVERTISEMENT FOR BIDS CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR PROPOSALS NOTICE IS HEREBY GIVEN THAT sealed Proposals, addressed to the City of Port Arthur, will be received at the Office of the City Secretary, City Hall 444 4th Street or P.O.Box 1089,Port Arthur,Texas 77641 no later than 3:00 P.M.,Wednesday,October 22, 2025. Applicant names will be read aloud beginning at 3:15 P.M. on Wednesday, October 22,2025 in the City Council Chambers, City Hall, 5th Floor for certain services briefly described as: REQUEST FOR PROPOSALS 1. DEBRIS REMOVAL&EMERGENCY SERVICES FOR THE CITY OF PORT ARTHUR 2. FOOD SERVICES DURING DISASTER RECOVERY FOR THE CITY OF PORT ARTHUR 3. FUEL SERVICES DURING DISASTERS 4. EMERGENCY ENVIRONMENTAL,DISASTER,AND LOGISTICAL RESPONSE SERVICES Proposals received after the deadline stated above, regardless of method of delivery, will not be considered and returned unopened. Copies of the Specifications and other Contract Documents are on file in the Purchasing Office, 444 4th Street, City of Port Arthur, and are open for public inspection without charge. They can also be retrieved from the City's website at www.portarthurtx.gov/bids.aspx or www.publicpurchase.com. The City of Port Arthur reserves the right to reject any and all bids and to waive informalities. Per Chapter 2 Article VI Sec.2-262(C) of the City's Code of Ordinance,the City Council shall not award a contract to a company that is in arrears in its obligations to the City. (T?4 02ale, r.4. {'ifton Williams, Purchasing Manager FIRST PUBLICATION: October 1,2025 SECOND PUBLICATION: October 8,2025 SECTION C GENERAL INFORMATION 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 interlineations,alteration,or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request, over the 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/filinginfo/conflict forms.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. The following are the current City Council and City Employees who are anticipated to either recommend or approve award of the proposal. MAYOR:CHARLOTTE M. MOSES COUNCIL MEMBERS: HAROLD L.DOUCET, SR,MAYOR PRO TEM; WILLIE BAE LEWIS,JR;TIFFANY L. HAMILTON EVERFIELD;DONEANE BECKCOM; THOMAS KINLAW;DONALD FRANK, SR. CITY STAFF City Manger: Ron Burton Assistant to City Manager: Pamela Langford Interim Director of Finance: Lynda Boswell Director of Development Services: Pamela Langford Director of Utility Operations: Calvin Matthews Director of Public Works: Flozelle Roberts 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. 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. It is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. All addenda will be numbered consecutively,beginning with 1. 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.: Public Works, 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. 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, J 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. 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 limits 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, 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 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. 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. DISCLOSURE OF INTERESTED PARTIES FORM 1295: A person or business, who enters into a contract with the City, meeting the conditions according to Texas Local Government Code Sec. 2252.908, is required to file Form 1295 with Texas Ethics Commission. This form is not required unless there is a contract between the vendor and the City of Port Arthur. Do not submit this form unless you receive an award letter from the City. PUBLIC INSPECTION OF PROPOSALS: The City strictly adheres to the Texas Public Information Act(Texas Government Code Chapter 552.001,et seq.)and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposal Documents are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal Document contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act.This is a statement of general policy only,and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps,even if the City is negligent in failing to do so. PROPOSAL EVALUATION AND CONTRACT AWARD: Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The City will evaluate all proposals to determine which offerors are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services. A variety of factors may be used in the evaluation of the submitted proposals for this project.The City may, at its option,conduct discussions with or accept proposal revisions from any reasonably qualified proposer.Discussions may not be initiated by offerors. These discussions will be limited to issues and topics brought forth by the City.Any attempt by proposer or vendor at deviating from the issues and topics to discuss other issues and topics concerning the Proposal brought forth by the City of Port Arthur shall be grounds for disqualification. Vendors shall not contact any City of Port Arthur personnel during the proposal process without the express permission from the City's Purchasing Manager. AMBIGUITY:Any ambiguity in the Proposal Document as a result of omission, error, lack of clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. ADDITIONAL INFORMATION: City may request any other information necessary to determine Proposer's ability to meet the minimum standards required by this RFP. WAGES& SALARIES:Attention is particularly called to the requirement of not paying less than the prevailing Davis Bacon Related Acts (DBRA)wage rates specified in the Contract Documents. These rates are minimums to be paid during the life of the contract. It is therefore the responsibility of the Bidder to inform themselves as to local labor conditions.Attention is called to the requirement that employees and applicants for employment are not discriminated against because of race, color, religion, sex, age or national origin. SECTION D FEDERAL CLAUSES Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF 1. NO GOVERNMENT OBLIGATION TO THIRD PARTIES The Owner and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to the Owner, Contractor, or any other party (whether or not a party to that contract)pertaining to any matter resulting from the underlying contract. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions. Travis Bice (printed name of signatory) —DocuSigned by: 6/17/2026 J 11:18 AM CDT `-453FFBBC8EFB4A2.. (signature and date) Docusign Envelope ID:B1C6594A-B40A-819F-8194-4835CF1D46CF 2. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS AND RELAY )ACTS 31 U.S.C. 3801 et seq. Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. § 3801 et seq., "Administrative Remedies for False Claims and Statements," apply to its actions pertaining to this Project. Upon execution of the underlying contract, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made,it makes, it may make, or causes to be made, pertaining to the underlying contract for which this contract work is being performed.In addition to other penalties that may be applicable,the Contractor further acknowledges that if it makes,or causes to be made,a false,fictitious,or fraudulent claim,statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal Government deems appropriate. Travis Bice (printed name of signatory) DocuSigned by: CrraviS 6/17/2026 J 11.:18 AM CDT 453FFBBC8EFB4A2... (signature and date) Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF 3.ACCESS TO RECORDS AND REPORTS The following access to records requirements apply to this contract: (1) The contractor agrees to provide (insert name of state agency or local or Indian tribal government), (insert name of recipient), the FEMA Administrator,the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions. (2) The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. (3) The contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites pertaining to the work being completed under the contract." Travis Bice (printed name of signatory) "--DocuSigned by: fi'rs � 6/17/2026 j 11:18 AM CDT \----d54FFRRCAFFRAA9 (signature and date) 4. EQUAL EMPLOYMENT OPPORTUNITY Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF 29 CFR Part 1630, 41 CFR Parts 60 et seq. During the performance of this contract,the contractor agrees as follows: (1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion,sex,or national origin.The contractor will take affirmative action to ensure that applicants are employed,and that employees are treated during employment without regard to their race,color,religion,sex,or national origin.Such action shall include,but not be limited to the following:Employment,upgrading,demotion,or transfer;recruitment or recruitment advertising; layoff or termination;rates of pay or other forms of compensation;and selection for training, including apprenticeship.The contractor agrees to post in conspicuous places,available to employees and applicants for employment,notices to be provided setting forth the provisions of this nondiscrimination clause. (2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive considerations for employment without regard to race,color,religion,sex, or national origin. (3)The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section,and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (4)The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965,and of the rules, regulations,and relevant orders of the Secretary of Labor. (5)The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules,regulations,and orders of the Secretary of Labor,or pursuant thereto,and will permit access to his books, records,and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules,regulations,and orders. (6)In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules,regulations,or orders,this contract may be canceled,terminated,or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965,and such other sanctions as may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation,or order of the Secretary of Labor,or as otherwise provided by law. (7)The contractor will include the portion of the sentence immediately preceding paragraph(1)and the provisions of paragraphs(1)through(7)in every subcontract or purchase order unless exempted by rules,regulations,or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965,so that such provisions will be binding upon each subcontractor or vendor.The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions,including sanctions for noncompliance:Provided,however,That in the event a contractor becomes involved in,or is threatened with,litigation with a subcontractor or vendor as a result of such direction by the administering agency the contractor may request the United States to enter into such litigation to protect the interests of the United States." Travis Bice (printed name of signatory) —DocuSigned by: Draws � 6/17/2026 111:18 AM CDT '-453FFBBC8mmB4A2. (signature and date) 5. GOVERNMENT-WIDE SUSPENSION AND DEBARMENT Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF By signing and submitting its bid or proposal, the bidder or proposer agrees to comply with the following: (1)This contract is a covered transaction for purposes of 2 C.F.R.pt. 180 and 2 C.F.R.pt.3000.As such the contractor is required to verify that none of the contractor,its principals(defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified(defined at 2 C.F.R. § 180.935). (2) The contractor must comply with 2 C.F.R.pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. (3)This certification is a material representation of fact relied upon by(insert name of subrecipient). If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies aa.ilable to (name of state agency serving as recipient and name of subrecipient), the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (4) The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R.pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer.The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. Travis Bice (printed name of signatory) DocuSigned by: rs 6/17/2026 111:18 AM CDT 453FFBBC8EFB1A2... (signature and date) 6. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT 29 CFR§ 5.5(b) Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF (1) Overtime requirements -No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (2)Violation; liability for unpaid wages; liquidated damages-In the event of any violation of the clause set forth in paragraph(1)of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic,including watchmen and guards, employed in violation of the clause set forth in paragraph(1)of this section, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph(1) of this section. (3)Withholding for unpaid wages and liquidated damages—The Owner shall,upon its own action or upon written request of an authorized representative of the Department of Labor, withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act,which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph(2)of this section. (4) Subcontracts- Contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraphs(1)through(4)of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (1)through(4)of this section. Travis Bice (printed name of signatory) DocuSigned by: PI/sea/44.S biu, 6/17/2026 I 11:18 AM CDT 453FFBBCSEFB4A2... (signature and date) 7. LOBBYING Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended) Contractors who apply or bid for an award of$100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient. APPENDIX A,44 C.F.R. PART 18—CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants,Loans, and Cooperative Agreements (To be submitted with each bid or offer exceeding$100,000) The undersigned [Contractor] certifies,to the best of his or her knowledge,that: 1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement,and the extension,continuation,renewal,amendment,or modification of any Federal contract,grant,loan, or cooperative agreement. 2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure Form to Report Lobbying,"in accordance with its instructions. 3)The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into.Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § (as amended by the Lobbying Disclosure Act of 1995).Any person who fails to the required certification shall be subject to a civil penalty of not less than$10,000 and not more than$100,000 for each such failure. Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF The Contractor, , certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq apply to this certification and disclosure, if any. Executed this day of ,20_ By Signature of Bidder/Contractor/Subcontractor's Authorized Official Printed Name of Bidder/Contractor/Subcontractor's Authorized Official Title of Authorized Official Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF 8. CLEAN AIR 42 U.S.C. § 7401 et seq. Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §§ 7401 et seq. The Contractor agrees to report each violation to the Owner and understands and agrees that the Owner will,in turn,report each violation as required to assure notification to the State of Texas,Federal Emergency Management Agency,and the appropriate Environmental Protection Agency Regional Office. Contractor also agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA. Travis Bice (printed name of signatory) DocuSigned by: firms JU°iu, 6/17/2026 1 11:18 AM CDT 453FFBBCOEF (signature anddate) 9. CLEAN WA 1'ER REQUIREMENTS 33 U.S.C. 1251 et seq. Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. Contractor agrees to report each violation to the Owner and understands and agrees that the Owner will, in turn, report each violation as required to assure notification to the State of Texas, Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. Contractor also agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA. Travis Bice (printed name of signatory) "--DocuSigned by: tra is I NW 6/17/2026 I 11:18 AM CDT �e53FGggrfEFBjA2 (signature and date) Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF 10. PROCUREMENT OF RECOVERED MATERIALS 42 U.S.C. 6962 (1)In the performance of this contract,the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired— (i) Competitively within a timeframe providing for compliance with the contract performance schedule; (ii)Meeting contract performance requirements; or (iii)At a reasonable price. (2)Information about this requirement, along with the list of EPA-designate items,is available at EPA's Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program. Travis Bice (printed name of signatory) EDocuSigned by: liakg-S NA, 6/17/2026 111:18 AM CDT 4S3FFRRCRFFR4A2 (signature and date) 11.DEPARTMENT OF HOMELAND SECURITY SEAL,LOGO,AND FLAGS The contractor shall not use the DHS seal(s),logos,crests,or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre-approval Travis Bice (printed name of signatory) DocuSigned by: OhAus bitt- 6/17/2026 111:18 AM CDT 454FFRRCRFFR4A7 (signature and date) Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF 12. COMPLIANCE WITH FEDERAL LAW,REGULATIONS,AND EXECUTIVE ORDERS This is an acknowledgement that FEMA financial assistance will be used to fund the contract only. The contractor will comply will all applicable federal law, regulations, executive orders, FEMA policies,procedures, and directives. Travis Bice (printed name of signatory) DocuSigned by: riPIMAiS 6/17/2026 I 11:18 AM CDT 453FFBBC8EFB4A2... (signature and date) SECTION E BID SHEET 9ocusign Envelope ID: 1CD4ACE2-B234-4B4A-8426-24977E1A8523 V11CI'ui"s 11;1111C; 1.U11UII 11.1fir rczaU UJH,Inc. Date: October 31,2025 P25-089 f ) C COST PROPOSAL FORM Date: October 22,2025 Please cost the items required for payment and the cost associated with it. 1 ITEM COST Meal Service for 100 to 199 Personnel (Per Meal,Turnkey) $ 35.25 Meal Service for 200 to 299 Personnel (Per Meal,Turnkey) $ 28.70 Meal Service for 300+ Personnel (Per Meal, Turnkey) $ 25.60 24hr Snack Service(Per Person Per Day) $ 8.00 Mobilization (Meal Service) Demobilization (Meal Service) $ 5,000.00 5,000 SF DFAC Tent, Flooring, Lighting, HAVC, Tables& $ 47,500.00 Chairs(Weekly) Mobilization (Tenting) $ 31,200.00 Demobilization (Tenting) $ 16,400.00 $ ) Cotton Commercial USA,Inc. 5443 Katy Hockley Cut-Off Road COMPANY NAME f—Docusigned by: STREET ADDRESS fil^awis j°jiu, `-453 FFBBC8EF84A2... SIGNATURE OF BIDDER P.O.BOX Travis Bice Katy,TX 77493 PRINT OR TYPE NAME CITY S ZIP EVP of Logistics and Culinary (877)511 TITLE AREA CODE E NO travis.bice@cottonteam.com .) EMAIL FAX NO. J J J Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this ,1 OTTO 29 proposal. SECTION F SCOPE OF WORK Request for Proposals To Provide Emergency and Disaster Support and Management Services OBJECTIVE The City of Port Arthur (City) is seeking a response to the Request for Proposals (RFP) from qualified firms for services, equipment, and products that the City might utilize in the event of a man-made or naturally occurring disaster such as hazardous materials incidents,hurricanes,or other similar emergencies and disasters. The agreement or contract between the selected respondent and the City will be non-exclusive, on an as-needed basis and will not provide for a retainer. BACKGROUND 1. The City serves an area of 87.96 square miles with a population of 53,818. 2. The City is organized into fifteen (15) departments and provides a full range of municipal services to its citizens including fire and police protection, water and sanitary sewer utilities, solid waste removal and disposal, transit, the construction of streets, drainage and other infrastructure,recreational activities, library and other cultural activities. 3. Per Article II, Section 15 of the City Charter, during a state of emergency, the Mayor assumes the leadership of the City. She is assisted by the Emergency Management Team which consists of the following primary individuals, in addition to all the City department directors: • Mayor • City Manager • Asst. City Manager • Police Chief • Fire Chief • Emergency Management Coordinator • Asst.Emergency Management Coordinator 4. This contract will be until December 31, 2026 with the option to renew for two additional one year periods. SCOPE OF WORK The Contractor will provide the City with services designed to support emergency management and homeland security-related needs associated with emergency and disaster response in order to facilitate the timely and effective documentation and delivery of assistance and to help maximize federal and other funding including,but not limited to,funding for Contractor under this agreement, and to help the City retain funds during project closeout and audit. 1. The Contractor shall provide, upon the City's request, expertise, personnel, equipment and materials necessary for the containment, removal, neutralization, decontamination, recovery, clean-up, repackaging, transportation, remediation and disposal of hazardous and/or non- hazardous materials or substances. 2. The Contractor shall mobilize, and have on the site of a hazardous materials incident, the personnel and equipment necessary for the initiation of containment and mitigation activities within twelve(12)hours of notification from the City. 3. The Contractor shall provide,upon the City's request,with diligence as soon as practicable,the services, equipment and products necessary to eliminate or reduce the threat to life, public health,and safety arising from natural or man-made emergencies or disasters. 4. The services, equipment, and products shall be of the type ordinarily used for FEMA Category B Emergency Protective Measures and shall include but not be limited to: a. Generators (30kw up to 2mw)with fuel,cables and ancillary equipment b. Pumps with fuel c. Forklifts with fuel d. Pallet jacks e. Portable toilets f. Bucket trucks g. Road graders,tractors, cranes and similar heavy equipment h. Portable lighting i. Trailers,flatbeds,dump trucks,pickups j. Tents, shelter,heaters,air conditioners and ancillary equipment k. Meals and water 1. Chippers m. Personnel with subject matter expertise 5. For assets charged to the City, the Contractor shall provide for a staging area in, or as close to, the City of Port Arthur as the emergency or disaster will permit. 6. The Contractor shall be required to track non-consumable assets provided to the City, either from the Contractor's own resources,or from a sub-contractor,from the time and location when the asset is charged to the City until those charges terminate. The tracking identification shall be unique to the resource. This information is required as a condition of payment from the City. 7. The Contractor shall also be required to track consumable items that are used in connection with a non-consumable asset(e.g. fuel for generators or forklifts),using a unique tracking identifier. The invoice shall indicate the specific non-consumable asset and consumable item,the amount of consumable product supplied to the asset and the date supplied. This information is required as a condition of payment from the City. 8. Transportation costs associated with the non-consumable assets and consumable items, (e.g. freight, drivers, trucks) that are being passed to the City, shall also use a unique tracking identifier. The invoice shall indicate the name of the carrier, specific asset/item, location and time of pick-up and delivery for the duration of time the asset/item is charged to the City. This will include in-theatre charges for local pick-up and delivery (e.g. from staging to lift station back to staging). This information is required as a condition of payment from the City. 9. Where the Contractor passes-through costs from sub-contractors, the costs will be at market rates. 10.A daily tracking report of the assets charged to the City,and the disposition of those assets shall be provided no later than twenty-four(24) hours after the close of each twenty-four (24) hour operating period. The City may waive this requirement where the nature of emergency or disaster prevents its practical application. 11.Invoices from the Contractor shall contain a detailed exposition of costs for personnel(including timesheets for all personnel, direct or sub-contracted), services, products, and equipment and shall be accompanied by supporting documentation from sub-contractors at the time of submission. In general, the Contractor shall be responsible to supply to the City such documentation and supporting documentation which is customarily required by FEMA for reimbursement of expenses,regardless of whether the emergency or disaster ultimately qualifies for FEMA reimbursement. The Contractor will be required to supply this information as a condition of payment from the City. 12. Invoices for sub-contractor charges, which are being passed through to the City, shall reflect amounts paid by the Contractor, including any discounts the Contractor receives from the sub- contractor. SECTION G EVALUATION CRITERIA 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 Vendors 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 pares, 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. A.)FIRM QUALIFICATIONS AND EXPERIENCE 1. Provide a brief profile of the firm including types of services, equipment, and products offered, year founded,form of the organization and location of offices and response facilities. 2. Please describe in detail the current and historical experience the proposer has working with governmental entities in responding to and dealing with environmental threats from hazardous materials and natural disasters such as hurricanes,tornadoes, floods, etc within the past five(5) years. Provide descriptions and references for all engagements of comparable complexity and sensitivity to the requirements of the RFP. References must contain the name, title, company name, address, phone and email of organizations that may be contacted to verify qualifying experience. 3. Provide a brief statement of assurance as to the firm's ability to deliver within a reasonable time, personnel, equipment, and products to the area affected by the disaster and the ability to render services up to and including a"worst case"scenario as defined by the Oil Pollution Act of 1990 and any amendments thereto. 4. Please state any experience the firm has in relation to FEMA claims reimbursement. *NOTE: —All references must be for the responding firm operating under its existing name and must be for the firm as a company. References will not be for an individual, but for the company as a whole. B.)PERSONNEL QUALIFICATIONS 1. Please identify all key personnel who are to be part of the proposed team. Identify the principal supervisory and management staff, including partners, managers, other supervisors and specialists,who would be assigned to this project. Information should be presented in sufficient detail as to provide the City an indication that the personnel involved can perform the work specified in this RFP. The City reserves the right to approve or reject each member of the team and to request substitutions. For each person,please provide the following: a. Full name; b. Employment history; c. Education and professional licensing of each person as it relates to this project; d. Specific description of what role the individual will have in this project; and e. Any additional helpful information to indicate the individual's ability to aid the proposer in successfully performing the work involved in this RFP. Page 7 of 38 2. Provide an organizational chart covering the services offered in the proposal, indicating lines of authority, names, titles, and functions of individuals assigned. The proposer must assign a contact person to the project. C.)PROJECT MANAGEMENT PLAN 1. Describe your firm's capability to provide all services and equipment required for response and recovery. 2. Provide a description of the firm's typical resourcing approach for a project of similar scope, indicating staff hierarchy and level, contractor oversight, equipment ordering,etc. 3. Include sample billings. 4. Should include a plan to utilize small and minority businesses, women's business enterprises, and labor surplus area firms. Also should include a method of tracking the use of these firms and supply this to the City. D.) COST OF PROFESSIONAL SERVICES The proposal should include pricing information relative to performing the services as described in this RFP. Provide a current personnel and equipment rate sheet at the time of the response to this RFP and any other pertinent facts regarding pricing structure, including overhead and profit fee markups of subcontractor's services and products. Indicate under what circumstances the firm will change the rates quoted. (The City will not be responsible for expenses incurred in preparing and submitting the proposal. Such costs should not be included in the proposal.) Page 8 of 38 EVALUATION AND SELECTION PROCESS All proposals will be screened by an evaluation committee and those proposers selected for a short list may be invited to attend an interview,at the proposers own expense. Any invitation for an oral presentation will be solely for the purpose of clarifying proposals received from each qualifying proposer, and will not represent any decision on the part of the evaluation committee as to the selection of a successful proposer. The City will evaluate all responses based on the experience,qualifications,project approach,price, and quality of response. The City reserves the right to negotiate the final fee prior to recommending any Vendor 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. Firm Qualifications and Experience(25 points) b. Personnel Qualifications (25 points) c. Project Management Plan(25 points) d. Cost of Professional Services (25 points) 2. The evaluation committee shall recommend the most qualified firm to the City Council for approval and will offer a contract based on services and fees as agreed upon. 3. Prior to the approval of an award, no evaluation committee member shall disclose any information regarding the committees' decision. 4. 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. The City reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process)that might affect the City's judgment as to the appropriateness of an award to the best evaluated proposer. This information may be appended to the proposal evaluation process results. Page 9 of 38 SECTION H LETTER OF INTEREST ')ocusign Envelope ID: 1 CD4ACE2-B234-4B4A-842 6-24 977E1A8523 LETTER OF INTEREST RFP—Emergency Environmental,Disaster,and Deadline: October 22,2025 Logistical Response Services 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 Debris Monitoring Services for the City of Port Arthur, TX. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following: ❖ Completed Cost Proposal ••• References ❖ Completed RFP Letter of Interest Form ❖ Completed Affidavit ❖ Completed Conflict of Interest Form ) ❖ Completed Non Collusion Affidavit ❖ House Bill 89 Verification ❖ Proposer Warranties ❖ SB 252 ❖ Federal Clauses(1-12) 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. Cotton Commercial USA,Inc. 10/31/2025.1 5:37 PM CDT Firm Name Date I 5443 Katy Hockley Cut-Off Road Katy,TX 77493 Address Docusigned by: City/State/Zip - 'S fia. Executive Vice President of Logistics and Culinary —453 FFBBC8EF B4A2... Authorized Signature Title Travis Bice 832-799-2746 Name(please print) Telephone travis.bice@cottonteam.com Email ) ..} Page 41 of 60 1 SECTION I AFFIDAVIT Docusign Envelope ID:C6C11926-60C7-8B89-81 F8-6C79587394C3 APPENDIX E 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: 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. Cotton Commercial USA, Inc. 6/19/2029 Firm Name Date 840 W Sam Houston Pkwy Houston, TX 77024 Adcse fgnedby: City/State/Zip CSw Travis Bice-EVP of Logistics&Culinary Divisions A41C714RPRFCR./119 Authorized Signature Title Travis Bice 281-712-9715 Name(please print) Telephone travis.bice@cottonteam.com Email STATE: ""f xca, COUNTY:Hay iris SUBSCRIBED AND SWORN to before me by the above named AVI S 7I GPi on this the I 1 t'i day of 30 ,20 e7f0. • `"""''' AMANDA NICOLE CNELTON 41.-VLQ-A '` Notary Public �;�_-Notary Public,State of Texas i'Y +r= Comm.Expires 11-03-2027 ' '„nn,`' Notary ID 134632021 RETURN THIS AFFI IT AS PART OF THE PROPOSAL Page 42 of 60 SECTION J CONFLICT OF INTEREST QUESTIONAIRE —pocusign Envelope ID: 1CD4ACE2-B234-4B4A-8426-24977E1A8523 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For Vendor or other person doing business with local governmental entity T• his questionnaire reflects changes made to the law by H.B. 1491,80th Leg.,Regular Session. T• his questionnaire is being filed in accordance with Chapter 176,Local Government Code by a person who has a business relationship as defined by Section 176.001 (1-a)with a local governmental entity and the person 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 d• ay after the date the person becomes aware of facts that require the statement to be filed.See Section 176.006,Local Government Code. ) A person commits an offense if the person knowingly violates Section 176.006,Local Government Code.An offense under this - section is a Class C misdemeanor. 1.Name of person who has a business relationship with local governmental entity. N/A 2. 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 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) ) 3.Name of a local government officer with whom filer has employment or business relationship. Name of Officer ) This section(item 3 including subparts A,B,C,&D)must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001 (1-a),Local Government Code.Attach additional pages to this Form CIQ as necessary. ) A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment income,from the filer of the questionnaire? ) Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government Officer serves as an officer or director,or holds an ownership of 10 percent or more? Yes No D. Describe each employment or business relationship with the local government officer named in this section. r—DocuSigned by: ..) toutis bict, 10/31/2025 15:37 PM CDT 4. —✓ Slgnal:�-453FF13BC8EFB4A2...r business with the governmental entity Date J 3 3 SECTION K PROPOSER WARRANTIES Docusign Envelope ID:C6C11926-60C7-8B89-81F8-6C79587394C3 APPENDIX G PROPOSER WARRANTIES A. Proposer warrants that it is willing and able to comply with State of Texas laws with respect to foreign(non-state of Texas) corporations. B. Proposer warrants that it is willing and able to obtain an errors and omissions insurance policy providing a prudent amount of coverage for the willful or negligent acts,or omissions of any officers, employees or agents therof. C. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of the City. D. Proposer warrants that all information provided by it in connection with this proposal is true and accurate. Cotton Commercial USA, Inc. 6/19/2026 Firm Name Date 840 W Sam Houston Pkwy Houston, TX 77024 JSfgned by: City/State/Zip rThuftiS 1510. Travis Bice-EVP of Logistics&Culinary Divisions A57FFRRrP PRAA'J Authorized Signature Title Travis Bice 281-712-9715 Name(please print) Telephone travis.bice@cottonteam.com Email Page 44 of 60 SECTION L NON-COLLUSION AFFIDAVIT Docusign Envelope ID:C6C11926-60C7-8B89-81F8-6C79587394C3 APPENDIX H 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. DocuSigned by. Signature: '(�auis Diu, A57FFBFrgSFBAA2 Printed Name: Travis Bice Printed Name: Travis Bice Title: Travis Bice-EVP of Logistics&Culinary Divisions Company: Cotton Commercial USA,Inc. Date: 6/19/2026 11:38 AM CDT SUBSCRIBED and sworn to before me by the above named av‘5 el c_ - on this the Iq't day of 3vi -e— , 20g<,9 . CAAe.1"44. Notary Public in and for the AMANDA NICOLE CHELTON _43 4-=Notary PublIc,State of Texan State of Texas Comm.Expires 11-03-2027 '��nut NotarylD 134632021 My commission expires: II/03 ta-00 j l Page 45 of 60 SECTION M HOUSE BILL 89 VERIFICATION Docusign Envelope ID:C6C11926-60C7-8B89-81F8-6C79587394C3 APPENDIX I House Bill 89 Verification Travis Bice (Person name), the undersigned representative (hereafter referred to as "Representative") of Cotton Commercial USA,Inc. (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. �DoeuStgned by: "f'vau is i icc. 451FFRRCRFFRdA1 SIGNATURE OF REPRESENTATIVE SUBSCRIBED AND SWORN TO BEFORE ME,the undersigned authority, on this Mitt day of }u—e. , 202-G. V8*.e.. AMANDA NICOLE CNEIrTON 'r ,4j;•�S.Notary Public,State of Texas 4 4.P 'ea Comm.�Ires 11-03-2027 CA '% ,...... Notary ID 134832021 4_44..sj,e L(.....ZtetAA Notary Public Page 46 of 60 SECTION N SB 252 CHAPTER 2252 CERTIFICATION. Docusign Envelope ID:C6C11926-60C7-8B89-81F8-6C79587394C3 APPENDIX J SB 252 CHAPTER 2252 CERTIFICATION I, Travis Bice , the undersigned an representative of Cotton Commercial USA, Inc. (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. Travis Bice Name of Company Representative (Print) EDoeuSIgned by: lletia/LiS 15i0, 453FFBBC8FFB4A2 Signature of Company Representative 6/19/2026[ 11:38 AM CDT Date Page 47 of 60 SECTION 0 REFERENCES j)ocusign Envelope ID:ICD4ACE2-B234-4B4A-842624977E1A8523 VENDOR REFERENCES Please list at least three (3) companies or governmental agencies where the same or similar products and/or services as contained in this specification package were recently provided. ) THIS FORM MUST BE RETURNED WITH YOUR BID. REFERENCE ONE Government/Company Name: Federal Emergency Management Agency 3 Sites in North Carolina non-addressed ) Address: (non-addressed) ) Contact Person and Title: Josh Wert: Logistics Section Chief Phone: 202-440-2941 Fax: 1 Contract Period: 2022 - Ongoing Scope of Work: Base Camps, and Feeding 1 REFERENCE Two r Government/Company Name: Centerpoint Energy ) Address: Del Mar Stadium — Houston, TX Contact Person and Title: Leslie Freeman: Supply Chain Leadership ) Phone: 713-207-6924 Fax: Contract Period: Ongoing Scope of Work: Lineman Camps Including Catering -� REFERENCE THREE ) Government/Company Name: DHS/ACF Address: Unaccompanied Minors Camp in Midland, TX Contact Person and Title: Evelyn Tyndell:Contract Officer 3 Phone: 202-604-8234 Fax: Contract Period: 3/14/21 — 7/11/21 Scope of Work: Camp management and 1 Catering OFFEROR MUST RETURN THIS PAGE WITH OFFER J SECTION P MBE DOCUMENT Docusign Envelope ID:C6C11926-60C7-8B89-81F8-6C79587394C3 APPENDIX K MBE DOCUMENT By signing this document the contractor is acknowledging that if a subcontractor is required the following will be done to make a good faith effort to hire a minority business (HUB or DBE). 1. Solicitation Lists. Must place small and minority businesses and women's business enterprises on solicitation lists.2 C.F.R. § 200.321(b)(1). 2. Solicitations. Must assure that it solicits small and minority businesses and women's business enterprises whenever they are potential sources.2 C.F.R. §200.321(b)(2). 3. Dividing Requirements. Must divide total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women's business enterprises.2 C.F.R. § 200.321(b)(3). 4. Delivery Schedules. Must establish delivery schedules, where the'requirement permits, which encourage participation by small and minority businesses and women's business enterprises. 2 C.F.R. §200.321(b)(4). 5.Obtaining Assistance.Must use the services and assistance,as appropriate,of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce. 2 C.F.R. § 200.321(b)(5). Travis Bice (printed name of signatory) rDocuSlgned by: tiesas 6/19/2026 i 11:38 Vii lie and date) acarnmcacro4A2... ll���l���`�1 Page 48 of 60 SECTION Q NOTICE OF AWARD . _ _ CHARLOTTE M.MOSES,MAYOR xra RONALD BURTON,CPM HAROLD L.DOUCET,SR., City of n CITY MANAGER MAYOR PRO TEM // I SHERRI BELLARD,TRMC COUNCIL MEMBERS: l CITY SECRETARY WILLIEBAELEWIS,JR Ort rthur TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM Texas CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. NOTICE OF AWARD Date Contractor Name Attn: Address City, State Zip Re: You are notified that on ,2025,the City of Port Arthur City Council awarded above referenced contract. Within ten(10)days after you comply with the conditions listed below,the Purchasing Manager will issue to you a written Notice to Proceed and Purchase Order.Work must not begin until these documents have been issued to you. Two (2) original Contract Documents and one (1) copy of Resolution No. accompany this Notice of Award. You must comply with the following conditions precedent within ten(10) days of the date of this Notice of Award that is by or by the first working day thereafter. You must deliver to the Purchasing Manager: 1. One(1) fully executed Contract. 2. One(1)signed, original Notice of Award. 3. One (1) original Certificate of Insurance, naming the Owner (City of Port Arthur) and their respective agents and employees,to be expressly named as additional insurers, in accordance with the General Conditions. 4. One (1) HB 1295 Form filled out completely. For more information go to the following website. https://www.ethics.state.tx.us/whatsnew/elf info form1295.htm. 5. Payment and Performance Bonds. Please return all requested documents to: City of Port Arthur,TX Attn: Clifton Williams,Purchasing Manager P.O.Box 1089 Port Arthur,TX 77641 Page 1 of 2 Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 10891411 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM HAROLD L.DOUCET,SR., CITY MANAGER MAYOR PRO TEM City of SHERRI BELLARD,TRMC COUNCIL MEMBERS: / CITY SECRETARY WILLIE BAE LEWIS,JR. V:?,2t 7't�Z ZL--�— TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM CITY ATTORNEY THOMAS KINLAW,HI DONALD FRANK,SR NOTICE OF AWARD Contractor Name Date Page 2 Failure to comply with these conditions within the time specified will entitle Owner to consider your bid in default and to annul this Notice of Award. OWNER: CITY OF PORT ARTHUR,TEXAS BY: Clifton Williams,Purchasing Manager ACCEPTANCE OF AWARD: Contractor: Signature: Print: Title: Date: CC: Page 2 of 2 Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 1089 KM 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 SECTION R NOTICE TO PROCEED CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM HAROLD L.DOUCET,SR., City f �c CITY MANAGER MAYOR PRO TEM SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE SAE LEWIS,JR. kort TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM 'exas CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. NOTICE TO PROCEED Date Contractor Name Attn: Address City, State Zip Re: You are notified that the Contract Times under the above contract will begin to run on by that date,you are to start performing your obligations under the Contract Documents The date of Contract Termination will be .It is the responsibility of the contractor to meet the schedule as set forth and in accordance with the terms and conditions of the contract. Before you may start any work, you must deliver to the Purchasing Manager all required documents as listed in your Notice of Award and a signed original of this Notice to Proceed. Invoices for payment must be submitted to PO Box 1089, Attn: Accounting, Port Arthur, TX 77641. Contract# must appear on all related invoices. Should you have any questions regarding this project, you may contact me at 409.983.8160 or thank you for partnering with the City of Port Arthur. Respectfully, ACCEPTANCE OF NOTICE TO PROCEED Company: Clifton Williams Signature: Purchasing Manager Print: Title: Date: CC: Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 1089 14114 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 SECTION S INSURANCE _ _ _ _ _ _ , ® DATE(MM/DD/YYYY) AR o CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER CONTACT NAME: PHONE FAX(A/C, (A/C.No.Ext): No): E-MAIL ADDRFS,C: INSURER(S)AFFORDING COVERAGE NAIC# INSURER A: INSURED INSURER B: INSURER C: INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICYNUMBER (MMIDDY/YYYY) (MM/DDIIYYYYY) LIMITS LTR INSR WVD GENERAL LIABILITY EACH OCCURRENCE $ DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY PREMISES(Ea occurrence) $ CLAIMS-MADE I I OCCUR MED EXP(Any one person) $ PERSONAL&ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ POLICY JFC fl LOC AUTOMOBILE LIABILITY COMBINEISSINGLE LIMIT (Ea accident) ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULE BODILY INJURY(Per accident) $ AUTOS D AUTOS HIRED AUTOS NON-OWNED (PerPROPE accident) AUTOS $ UMBRELLALIAB _ OCCUR EACH OCCURRENCE $ EXCESSLIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS'LIABILITY Y/N TORY LIMITS ER ANY PROPRIETOR/PARTNER/EXECUTIVE N/A E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACORD 101,Additional Remarks Schedule,If more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD SECTION T ADDENDUMS Docusign Envelope ID:C6C11926-60C7-8B89-81F8-6C79587394C3 City of 0 iu� -CITY OF PORT ARTHUR,TEXAS " ort rt) r ADDENDUM NO. ONE (1) — % T OCTOBER 17,2025 BID FOR: EMERGENCY ENVIRONMENTAL,DISASTER,AND LOGISTICAL RESPONSE SERVICES BID: P25-089 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. DEADLINE: Sealed qualification submittals must be received and time stamped by 3:00p.m., Central Standard Time,Wednesday,November 5,2025. (The clock located in the City Secretary's office will be the official time.)Applicant names will be read aloud beginning at 3:15 p.m. on Wednesday, November 5,2025 in the City Council Chambers,City Hall, 5th Floor,Port Arthur,TX. You are invited to attend. 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. lClietalf, 0.24,4:aotd, Williams Pganager IThav,iS blu'rcig 6/19/2026 1 11:38 AM CDT 463rroocscrc4A2... Signature of Proposer Date Cotton Commercial USA, Inc. Company Vendor Name Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF Emon -CITY OF PORT ARTHUR,TEXAS dii — ADDENDUM NO.TWO (2) or t rtltur .Texas OCTOBER 23,2025 BID FOR: EMERGENCY ENVIRONMENTAL,DISASTER,AND LOGISTICAL RESPONSE SERVICES BID: P25-089 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. DEADLINE: Sealed qualification submittals must be received and time stamped by 3:00p.m.,Central Standard Time,Wednesday,November 19,2025. (The clock located in the City Secretary's office will be the official time.)Applicant names will be read aloud beginning at 3:15 p.m. on Wednesday, November 19,2025 in the City Council Chambers, City Hall, 5in Floor,Port Arthur,TX.You are invited to attend. 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. GtAiiite- ClifCeln Williams Purchaaj a Oanager D'aviS � 6/17/2026 111:18 AM CDT 453FFBBC8EFB4A2... Signature of Proposer Date Cotton Commercial USA,Inc. Company Vendor Name Docusign Envelope ID:B1C6594A-B40A-819F-8194-4B35CF1D46CF -CITY OF PORT.ARTHUR,TEXAS City of ,11111 ADDENDUM NO.THREE(3) ort rthur Texas NOVEMBER 18,2025 BID FOR: EMERGENCY ENVIRONMENTAL,DISASTER,AND LOGISTICAL RESPONSE SERVICES BID: P25-089 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. DEADLINE: Sealed qualification submittals must be received and time stamped by 3:00p.m.,Central Standard Time,Wednesday,December 3,2025. (The clock located in the City Secretary's office will be the official time.)Applicant names will be read aloud beginning at 3:15 p.m.on Wednesday, December 3,2025 in the City Council Chambers, City Hall, 5th Floor,Port Arthur,TX. You are invited to attend. 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. Cli n Williams Purchasing Manager p—DocuSlgne y: tray is biu. 6/17/2026 11:18 AM CDT Signature oroposer Date Cotton Commercial USA, Inc. Company Vendor Name •