HomeMy WebLinkAboutPR 25035: TER INTO A CONTRACT WITH SOUTEX SURVEYORS AND ENGINEERS FOR THE CONSTRUCTION OF FIRE STATION NO. 2 City of
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: July 8, 2026
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Robert L. Havens, Fire Chief
RE: PR 25035; Project Manager for Fire Station 2
Introduction:
The intent of this agenda item is to seek the City Council's approval of Proposed Resolution No.
25035, which authorizes the City Manager to enter into a contract with Soutex Surveyors and
Engineers of Port Arthur, Texas, to be the project manager over the construction of the Port
Arthur Fire Department Fire Station 2 project, in the not-to-exceed amount of$661,440.00.
Background:
The Fire Department requests City Council authorization for the City Manager to execute a
Professional Services Agreement with Soutex Surveyors and Engineers of Port Arthur, Texas,
to provide construction management services for the construction of the new Fire Station No. 2,
to be located at the intersection of Reverend Dr. Ransom Howard Street and Texas Avenue, in
an amount not to exceed $661,440.00.
The existing Fire Station No. 2 has reached the end of its useful life. The construction of a new
facility is necessary to improve the City's emergency response capabilities, enhance firefighter
safety, and ensure the continued delivery of reliable fire protection and emergency services to
the community.
To support the successful completion of this capital improvement project, the City determined
that retaining a qualified Construction Manager is necessary to provide professional construction
management services throughout the design and construction phases.The Construction Manager
will coordinate project activities,monitor construction progress, review schedules and budgets,
facilitate communication among the project team, and assist the City in ensuring the project is
completed efficiently, economically, and in accordance with the contract documents.
"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
ort rtiru
7etus
www.PortArthurTx.gov
Request for Proposals(RFP)No. P-26-031 was publicly advertised in The Port Arthur News on
April 15, 2026, and April 22, 2026, in accordance with applicable procurement requirements.
Four (4) proposals were received in a timely manner and evaluated based on the criteria
established in the solicitation. Following the evaluation process, Soutex Surveyors and
Engineers was determined to have submitted the proposal representing the best value to the City
based on its qualifications, experience, project approach, and proposed fee.
Budget Impact:
This item has a budgetary impact in the not-to-exceed amount of$661,440.00,which is available
in Fire Department Capital Improvement Account No. 307-19-047-8512-00-30-000,Project No.
BU0012.OTH.
Recommendation:
The Fire Department recommends approval of this resolution authorizing the City Manager to
execute the Professional Services Agreement with Soutex Surveyors and Engineers for
construction management services associated with the construction of Fire Station No. 2.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R. No. 25035
7/8/2026 rlh - gt
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH SOUTEX SURVEYORS AND ENGINEERS
OF PORT ARTHUR, TEXAS, FOR A CONSTRUCTION MANAGER
FOR THE CONSTRUCTION OF FIRE STATION NO. 2, TO BE
LOCATED ON THE CORNER OF REVEREND DR. RANSOM
HOWARD STREET AND TEXAS AVENUE, IN THE NOT TO EXCEED
AMOUNT OF $661,440.00; FUNDING AVAILABLE IN FIRE
DEPARTMENT CAPITAL IMPROVEMENT ACCOUNT NO. 307-19-
047-8512-00-30-000, PROJECT NO. BU0012.0TH.
WHEREAS, the City of Port Arthur has determined that the existing Fire Station No.
2 has reached the end of its useful life and that the construction of a new Fire Station No. 2 at
the intersection of Reverend Dr. Ransom Howard Street and Texas Avenue is necessary to
enhance public safety, improve emergency response capabilities, and ensure the continued
delivery of essential fire protection and emergency services; and
WHEREAS, the City has determined that retaining a qualified Construction Manager
is necessary to provide professional construction management services, including project
coordination, construction oversight, schedule management, cost control, quality assurance,
and coordination among the design professionals, contractors, and the City to facilitate the
successful completion of the project; and
WHEREAS, the City issued Request for Proposals ("RFP") No. P-26-031 for said
construction manager, which was publicly advertised in The Port Arthur News on April 15,
2026, and April 22, 2026, in accordance with applicable procurement laws and City
purchasing policies, as reflected in Exhibit"A"; and
WHEREAS, four (4) proposals were timely received, reviewed, and evaluated by
City staff in accordance with the evaluation criteria and procedures set forth in the RFP as
reflected in Exhibit"B"; and
WHEREAS, after evaluating each proposal based upon the published selection
criteria, including qualifications, experience, project approach, and proposed compensation,
the evaluation committee determined that Soutex Surveyors and Engineers of Port Arthur,
Texas, submitted the proposal representing the best value to the City; and
WHEREAS, Soutex Surveyors and Engineers have submitted a proposal in the
amount not to exceed $661,440.00 for the construction management of Fire Station No. 2, as
more particularly described in the proposal attached hereto as Exhibit "C"; and
P.R. No. 25035
7/8/2026 rlh - gt
WHEREAS, sufficient funds are available and budgeted for this project in Fire
Department Capital Improvement Account No. 307-19-047-8512-00-30-000, Project No.
BU0012.0TH.
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
Professional Services Agreement with Soutex Surveyors and Engineers of Port Arthur,
Texas, to provide construction management services for the construction of Fire Station No.
2, to be located at the intersection of Reverend Dr. Ransom Howard Street and Texas
Avenue, in an amount not to exceed $661,440.00, in substantially the same form attached
hereto as Exhibit "C."
Section 3. That funds are available in the Fire Department Capital Improvement
Account No. 307-19-047-8512-00-30-000, Project No. BU0012.OTH.
Section 4. That a copy of the caption of this Resolution shall be spread upon the
Minutes of the City Council.
READ, ADOPTED, AND APPROVED, this day of , 2026 AD,
at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following
vote: AYES:
Mayor: ,
Councilmembers: ,
NOES:
Charlotte M. Moses,
Mayor
P.R. No. 25035
7/8/2026 rlh
ATTEST:
Christe Whitley Ned, TMRC
City Secretary
APPROVED A •
3—,
Roxann Pais Cotroneo, JD
City Attorney
APPROV'OR ADMINISTRATION:
go
Ronald BP7C°M
City Manager
`Robert L. Havens
Fire Chief
APPROVED AS TO AVAILABILITY OF FUNDS:
Lynda B well, M.A., I MA-CM
Director of Finance
1 1 1 (Amttet,
Clifton Williams, CPPB
Purchasing Manager
P.R. No. 25035
7/8/2026 rlh
Exhibit "A"
CITY OF PORT ARTHUR
Request for Proposals
Construction Manager for Construction of Fire
Station 2
April 15, 2026 April 22, 2026
CITY OF PORT ARTHUR,TEXAS
ADVERTISEMENT FOR PROPOSALS
)TICE IS HEREBY GIVEN THAT sealed Proposals,addressed to the City of Port Arthur,will be
:eived at the Office of the City Secretary,City Hall 444 4th Street or P.O. Box 1089, Port Arthur,
xas 77641 no later than 3:00 P.M.,Wednesday,May 6,2026.Proposals received will be read
and beginning at 3:15 P.M.,Wednesday,May 5,2026 in the City Council chambers, City Hall,
Floor for certain services briefly described as:
REQUEST FOR PROPOSAL
CONSTRUCTION MANAGER FOR
CONSTRUCTION OF FIRE STATION 2
oposals received after the deadline stated above, regardless of method of delivery,will not be
insidered and returned unopened.
apies of the Specifications and other Contract Documents are on file in the Purchasing Office,444
h Street, can also be
t eved from the City's website at f PortArthur,and arwww.portarte open for hurtx govlublic b ds.aspxon torowww.0uut blipurchase com.
he City of Port Arthur reserves the right to reject any and all bids and to waive informalities.
er ward ha pctont contract company that is in arrea s i the n its bi obliga's Code of tions to the City.inance, e City Council shall not
Is/Clifton Williams
Clifton Williams
Purchasing Manager
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,May 6,2026.Proposals received will be read
aloud beginning at 3:15 P.M.,Wednesday, May 5,2026 in the City Council Chambers,City Hall,
5th Floor for certain services briefly described as:
REQUEST FOR PROPOSAL
CONSTRUCTION MANAGER FOR
CONSTRUCTION OF FIRE STATION 2
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.00rtarthurtx.gov/bids.asox 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.
/s/Ciifto Williams
Clifton Williams
Purchasing Manager
P.R. No. 25035
7/8/2026 rlh
Exhibit "B"
City of Port Arthur
Construction Manager for The Construction of Fire Station #2
Agenda Totals
P26-031
Craze Monroe& Soutex Surveyors &
Weight Associates Engineers The Solco Group, LLC. TLC Engineering
Huffman, TX Port Arthur, TX Port Arthur, TX Houston, TX
Experience 90 42 78 51 57
Past Performance 90 48 72 51 57
Cost 105 65 77 56 73.5
Port Arthur Business 15 0 15 15 0
Total 300 155 242 173 187.5
YOL4N1bA, SCYP ION- 0(Ab&,4AX 6/29/2026
Yolanda Scypion-Goudeaux, Purchasing Assistant Date
City of Ciro
ort rthur
Texas
P.R. No. 25035
7/8/2026 rlh
Exhibit "C"
CONTRACT FOR
CONSTRUCTION MANAGER FOR CONSTRUCTION OF FIRE STATION#2
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 Soutex Surveyors & Engineers hereinafter called
"CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from date of execution till the completion of Fire Station#2
construction. The City can terminate this contract at its convenience which includes,but is not
limited to, funding not bring available in any budget cycle within thirty (30) days written
notice.
2. During the term of this Contract, the Contractor will furnish at his own expense all of the
materials, supplies, tools, equipment, labor and other services necessary to connection
therewith, excepting those supplies specifically not required of Contractor in the
Specifications.
3. The CONTRACTOR agrees to perform all the work described in the specifications and
contract documents and to comply with the terms in the not to exceed amount of
$661,440.00.
Construction Manager Hourly Rate $120.00/hr
Clerical Hourly Rate $ 95.00/hr
4. The term "Contract Documents" means and includes the following:
1) Agreement
2) General Information
3) Specification
4) Proposal
5) Addendum
6) Notice of Award
5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors and assigns.
6. IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed by their
duly authorized officials, this Agreement in ( 2 copies) each of which shall be deemed an
original on the date first written above.
Signed on the day of 2026
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of , 2026
ATTEST SOUTEX SURVEYORS & ENGINEERS
BY
CITY SECRETARY
PRINT NAME:
TITLE:
CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM
HAROLD L.DOUCET,SR., `7 CITY MANAGER
MAYOR PRO TEM Ciro of
. SHERRI BELLARD,TRMC
COUNCIL MEMBERS: s CITY SECRETARY
WILLIE BAE LEWIS,JR.
TIFFANY L.HAMILTON EVERFIELD e r-r r t Jt u_ r ROXANN PAIS COTRONEO
DONEANE BECKCOM CITY ATTORNEY
THOMAS KINLAW,III Texas
DONALD FRANK,SR.
APRIL 26, 2026
REQUEST FOR PROPOSALS
CONSTRUCTION MANAGER FOR
CONSTRUCTION OF FIRE STATION#2
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m., Central
Standard Time, Wednesday, May 6, 2026. (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, May 6, 2026
in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
MARK ENVELOPE: P26-031
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies and USB
of your RFP 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 this Request for Proposals and 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.williams@portarthurtx.gov
Purchasing Division/Finance Department 1 Purchasing Manager,Clifton Williams
P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 I Fax 409.983.8291
The enclosed REQUEST FOR PROPOSALS (RFP) and accompanying GENERAL INSTRUCTIONS,
CONDITIONS and SPECIFICATIONS 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.
ega-i-rtd
Clifton Williams
Purchasing Manager
Page 2 of 20
ilir
REQUESTS FOR PROPOSALS
CONSTRUCTION MANAGER FOR
CONSTRUCTION OF FIRE STATION#2
ONLY IF YOU DO NOT BID.)
be Completed
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:
Page 3 of 20
REQUEST FOR PROPOSALS
CONSTRUCTION MANAGER FOR
CONSTRUCTION OF FIRE STATION #2
OBJECTIVE
The Construction Manager or Superintendent will be responsible strictly for the Contractor's compliance
with, and adherence to, the specifications of Port Arthur Fire Station #2 construction project. Fire
Department is requesting proposals from firms to provide a Construction Superintendent for the
construction project. The Construction Superintendent will function as City of Port Arthur representative
to assure the selected Contractor(s) adheres to all provisions in the bid documents as well as abides by all
clauses in their contract. The contract will be a till the completion of Fire Station #2 construction. If
interested your firm should review the scope of work and complete the bid proposal sheet. The
Construction Superintendent will begin work after all required contract paperwork is finalized.
SCOPE OF SERVICES
Upon selection and award of a contract Superintendent shall:
1. Attend Pre-Construction and all scheduled bi-monthly meetings between the City and
selected Contractor.
2. Review plans developed by engineer and/or architect.
3. Assist City in reviewing and processing submittals, shop drawings, and Requests for
Information for clarification of details between City and Contractor's representative.
4. Check the pay apps to make sure City is paying for the correct number of hours worked by
the Contractor, and the materials.
5. Coordinate with City on all Requests for Change Orders by the Contractor.
6. Advise City on questions and concerns from the Contractor.
7. During construction, the Construction Superintendent shall visit the site in conjunction with
the construction meetings to observe the progress and quality of the work completed by the
Contractor. Such visits and observation are not intended to be an exhaustive check or a
detailed inspection of the Contractor's work but rather to allow the City to become
generally familiar with the work in progress and to determine, in general, if the work is
proceeding in accordance with the construction documents.
8. Based on these visits, Construction Superintendent shall provide a site visit report to keep
City informed about the progress of the work and shall advise City about any observed
deficiencies in the work.
9. Construction Superintendent shall not supervise, direct or have control over the
Contractor's work nor have any responsibility for the construction means, methods,
techniques, sequences or procedures selected neither by the Contractor nor for the
Contractor's safety precautions or programs in connection with the work. These rights and
responsibilities are solely those of the Contractor in accordance with the contract
documents.
10. Construction Superintendent has the authority to stop construction if a problem is noticed.
The Construction Superintendent must contact the City representative immediately after
stopping the project.
Page 4 of 20
11. Construction Superintendent cannot make any changes to the construction project. If a
change is necessary,the Construction Superintendent must notify the City.
12. Assist City with overseeing the 'punch-list' for construction project. Ensures the
construction is completed in compliance with plans and specifications, City requirements
and operational needs, and quality assurance.
13. Attend Substantial Completion Inspection with City, coordinate with City to create punch
list, substantiate that items noted are completed, and possibly issue Substantial Completion
Certificate.
14. Provide support services as needed during the project close-out process.
15. Obtain and review close-out submittal from the Contractor for completeness before
transmitting to City which include but are not limited to:
a. Contractor's red lines and as-built notes and drawings
b. Warranty information
c. Material Safety Data Sheet(MSDS)
d. Start up and test reports
e. Building commissioning report(if required in construction documents)
REOUIREMENTS
1. Minimum three years construction management experience.
2. Possess and utilize a broad knowledge of architectural and construction principles,practices
and procedures.
3. Provide three references for construction projects similar to this.
4. Construction Superintendent shall not exceed 10 hours a week except for the following:
a. Authorization by the City representative for additional work
b. Material Testing(if necessary)
5. Construction Superintendent must be in attendance for material testing (if necessary).
6. Construction Superintendent expenses such as mileage and lodging must be included in the
hourly cost.
7. Construction Superintendent must submit a detailed billing invoice accounting for their
time with their monthly invoice submittal.
8. Construction Superintendent will remain on this project till it is totally complete.
CONTRACT
1. Contract will terminate once construction of Fire Station#2 is complete.
Page 5 of 20
The City of Port Arthur requires comprehensive responses to every section within this RFP. 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. 1Li requested
that proposal packets be limited to no more than 50 pages. excluding resumes.
A. EXPERIENCE
1. Provide a profile of experience for the Construction Manager and all members of the firm. This
section shall include,but not be limited to, the following:
a State number of years providing this service.
b Experience with Municipalities.
c Knowledge of governmental construction requirements especially the State of Texas..
d Knowledge of the City of Port Arthur requirements.
e State any other relevant Experience.
B. PAST PERFORMANCE
1. Identify and describe the proposed Team's past experience for providing services that are most
related to this project within the past ten (10) years. For each project, provide the following
information:
a Project name, location, contract delivery method, and description
h Initial project and projected time for completion
c Final project cost and time for completion
d The nature of material change orders
e The nature of adverse claims or litigation
£ Final project size in gross square feet
2. Provide past experience of completed government funded projects.
3. List any current projects that would impact your firm's ability to handle additional work for
which this response is requested.
4. Submit references.
C. COST
1. Please submit Bid Sheet with proposal stating hourly cost, and any other cost required for this
project.
D. PORT ARTHUR BUSINESSES
1. Points for Businesses located in Port Arthur, Texas.
Page 6 of 20
,SELECTION PROCESS
All applications will be screened by an evaluation committee and those applicants selected for a short
list may be invited to attend an interview, at the applicant's own expense. The City shall not incur any
costs for applicant preparation and/or submittal of proposals.
The City will evaluate all responses based on the proposals, past performance and project approach.
The City reserves the right to negotiate the final fee prior to recommending any Firm for a contract.
The City's process is as follows:
1. The evaluation committee shall screen and rate all of the responses that are submitted.
Evaluation ratings will be on a 100 point scale and shall be based on the following criteria:
a. Experience 30 pts
b. Past Performance 30 pts
c. Cost 35 pts
d. Port Arthur Business 05 pts
2. City staff shall recommend the most qualified Architectural/Engineering firm to the City
Council and request authority to enter into contract negotiations.
3. When services and fees are agreed upon, the selected firm shall be offered a contract subject
to City Council approval.
4. Should negotiations be unsuccessful, the City shall enter into negotiations with the next,
highest ranked firm. The process shall continue until an agreement is reached with a
qualified firm.
5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the
preparation and presentation of a response. All finalist(s) shall pay their own costs incurred
in preparing for, traveling to and attending interviews.
Page 7 of 20
r-
LETTER OF INTEREST
RFP—Construction Manager for the Construction of Fire Station#2 DEADLINE: May 6, 2026
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) for Civil
Engineers for the City of Port Arthur
Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following:
❖ COMPLETED RFP LETTER OF INTEREST FORM
❖ NON-COLLUSION AFFIDAVIT (MUST BE NOTARIZED)
❖ AFFIDAVIT (MUST BE NOTARIZED)
❖ CONFLICT OF INTEREST
❖ HOUSE BILL 89 VERIFICATION
❖ SB 252CHAPTER 2252 CERTIFICATION
' 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.
Soutex, Inc. May 12, 2026
Firm Name Date
IPI Treasurer
Authorized Signature Title
Jeremy Mitchell 409-983-2004
Name(ptease print) Telephone
3737 Doctors Drive Port Arthur,Texas 77642
Address City/State/Zip
jeremy@soutex.net
Email
/11
Page 8 of 20
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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
1 Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to
any competitor or any other person engaged in the same line of business, nor has the signatory or anyone
acting for the firm, corporation or institution submitting a bid committed any other act of collusion related
to the development and submission of this bid proposal.
Signature: —
Printed Name: Jeremy Mitchell
Title: Treasurer
Company:p y: Soutex, Inc.
Date: 5/12/2026
SUBSCRIBED and sworn to before me the undersigned authority by Jeremy Mitchell
the Treasurer _of Soutex, Inc. , on behalf of said bidder.
ta* otafl # 31U64
STACEY GARZA ( /
# My Commission Expires ` tary Pu h and for he
'�,F May 18, 2029 Stat eXaS
My commission expires: ,// 2/cam
I
I
Page 9 of 20
14
I
AFFIDAVIT
iiAll pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized
officer of the company whose signature is binding.
IThe undersigned offers and agrees to one of the following:
IV 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.
II 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.
PI herebycertifythat I do have outstandingdebts with the Cityof 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.
ISoutex, Inc. 5/12/2026
Firm Name Date
P ,,,,,, ___
--'---- Treasurer
AuthorZed Signature Title
IJeremy Mitchell 409-983-2004
Name (please print) Telephone
Ijeremy@soutex.net
Email
r
STATE: TEXAS
PI
COUNTY: JEFFERSON
ISUBSCRIBED AND SWORN to before me by the above named Jeremy Mitchell
111 on this the 12th day of May , 20 26i
.031Y,Oe STACEY GARZA
I 1 :°��t, Notary ID#131136064 / Not Pub c
�44 My Commission Expires
May 18, 2029
IRETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
1 Page 10 of 20
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CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFiCE USE ONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code.An
offense under this section is a misdemeanor.
J Name of vendor who has a business relationship with local governmental entity.
Jn
I I Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
' 1 completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
J Name of local government officer about whom the information is being disclosed.
N/A
' i4 Name of Officer
J Describe each employment or other business relationship with the local government officer,or a family member of the
1 officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIQ as necessary.
I
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
nYes n No
B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
n Yes n No
Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
flCheck this box if the vendor has given the local government officer or afamily member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
� J _
I PI
w=_s_.__- 5/12/2026
Signature of vendor doing business with the governmental entity Date
Form provided by Texts Ethics Commission www.ethics.state.tx.us Revisecilg1/30/2015
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
' Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form.
Local Government Code§176.001(1-a):"Business relationship"means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public;or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by,and reporting to,that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds$2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local govemment officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed;or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§176.006(a)and(a-1)
(a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
�� (1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity,or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any
gift described by Section 176.003(a-1);or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
I not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity;or
' (B) submits to the local governmental entity an application,response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity;or
(2) the date the vendor becomes aware:
' (A) of an employment or other business relationship with a local government officer,or a
family member of the officer,described by Subsection(a);
(B) that the vendor has given one or more gifts described by Subsection(a);or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www ethics state.tx.us Revised 11/3012015
I
' Page 12 of 20
17
N
SB 252
CHAPTER 2252 CERTIFICATION
I� Jeremy Mitchell , the undersigned an representative
of Soutex, Inc.
(Company or Business Name)
r, 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.
Jeremy Mitchell
Name of Company Representative (Print)
Signature of Company Representative
111
May-12,2026
Date -'
I
I
I
Page 13 of 20
18
I
House Bill 89 Verification
n
I, Jeremy Mitchell (Person name), the undersigned representative
11 (hereafter referred to as "Representative") of
Soutex, Inc.
I
I (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
1/11 undersigned notary, do hereby depose and affirm the following:
1. That Representative is authorized to execute this verification on behalf of Business Entity;
Ir 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
r3. 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
r taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations
specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled
territory, but does not include an action made for ordinary business purposes.
r
I
SIGN T RE OF REPRESENTATIVE
I
SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this 12th day of
IMay 20 26.
P ..............................
I trpY PUB STACEY GARZA
:°��� Notary ID#1 31 1 36064 ��
,774, My Commission Expires j %
May 18, 2029
N?tart' Public i
_,,,
iPage 14 of 20
19
r
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
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.
Page 15 of 20
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.: Transit, 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
Page 16 of 20
request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City
Attorney concerning any portion of these requirements.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances,
rules, orders, regulations and codes of the federal, state and local governments relating to performance of
work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other
officer, employee or agent of the City who exercises any functions or responsibilities in connection with
the planning and carrying out of the program, shall have any personal financial interest, direct or indirect,
in this Contract; and,the Contractor shall take appropriate steps to assure compliance.
DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the
City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving
assessments or any money to the City until such debts are paid or until satisfactory arrangements for
payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP.
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood
and agreed that these quantities are approximate and any additional quantities will be paid for at the
quoted price. It is further understood that the contractor shall not have any claim against the City of Port
Arthur for quantities less than the estimated amount.
SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur,Port Arthur, TX 77640
INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required
by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read
and enforced as though each were included herein. If, through mistake or otherwise, any such provision is
not inserted or is not correctly inserted the Contract shall be amended to make such insertion on
application by either party.
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner,
perform all work and furnish 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.
Page 17 of 20
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.
Page 18 of 20
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
Page 19 of 20
issues and topics concerning the Proposal brought forth by the City of Port Arthur shall be grounds
for disposal. 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.
Page 20 of 20