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Home My WebLink AboutPR 25014: AUTHORIZING THE CITY MANAGER TO REJECT ALL SIX (6) PROPOSALS RECEIVED FOR THE ROOF REPLACEMENT PROJECT AT THE CITY OF PORT ARTHUR FLEET MAINTENANCE BUILDING City of Port Arthur Transit Department Memorandum To: Ron Burton, City Manager From: Ivan Mitchell, Transit-Fleet Director Cc: Clifton Williams, Procurement Manager Date: August 10, 2026 Re: P.R. 25014 - Reject Proposals for Roof Replacement at 101 HO Mills Boulevard Nature of Request: The City's Purchasing Department advertised Fleet's request for the roof replacement at 101 HO Mills Boulevard in the Port Arthur News on April 15, 2026, and April 22, 2026,and received and opened six(6)bids. After evaluating all six (6) proposals, three (3) vendor bids were considered non-responsive due to not acknowledging all addendums in the bid. The remaining three (3) proposals exceeded the allocated budget of$200,000.00 set forth by the department therefore all bids will be rejected, and the project specification will be revised. After evaluating the result of the retrofit of Fire Station#8 roof,we believe this option will be more beneficial at the garage than a flat roof. Background: Fleet is recommending the City of Port Arthur's City Council approve P.R. No. 25014 to reject the six (6) proposals received and revise the specification to a slope roof Recommendation: It is recommended that the City Council approve P.R. No. 25014. This resolution would authorize the City Manager to reject the six (6) bids for the roof replacement at 101 HO Mills Boulevard and revise the specifications to a slope roof Budgetary/Fiscal Effect: Funding to pay for this capital project is budgeted in Fleet's capital budget. P.R. No. 25014 8/10/2026 IM- TNR RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO REJECT ALL SIX (6) PROPOSALS RECEIVED FOR THE ROOF REPLACEMENT PROJECT AT THE CITY OF PORT ARTHUR FLEET MAINTENANCE BUILDING LOCATED AT 101 H.O. MILLS BOULEVARD AND TO REVISE THE PROJECT SPECIFICATIONS AND SOLICIT NEW PROPOSALS WHEREAS, the City, through its Purchasing Department, issued a solicitation on April 15, 2026, and April 22, 2026, seeking qualified contractors to submit proposals for the roof replacement at the City's Fleet Maintenance Building located at 101 H.O. Mills Boulevard, attached hereto as Exhibit "A"; and WHEREAS, six (6) proposals were timely received in response to the solicitation and were evaluated by the City's Purchasing Department and Fleet Division, with the bid tabulation and evaluation attached hereto as Exhibit "B"; and WHEREAS, upon evaluation of the proposals, three (3) of the six (6) proposals were determined to be non-responsive because the respective proposers failed to acknowledge all addenda issued in connection with the solicitation; and WHEREAS, the remaining proposals exceeded the funding currently allocated for the project and, therefore, could not be recommended for award within the City's available project budget; and WHEREAS, subsequent to the solicitation and evaluation of the proposals, the Fleet Division determined that an alternative roofing system utilizing a galvanized sloped roof would provide a preferable approach for the project and has requested that the project scope and specifications be revised accordingly; and WHEREAS, in light of the non-responsive proposals, the cost of the responsive proposals exceeding the available project budget, and the City's determination that revisions to the roofing system and project specifications are warranted, the City Council finds that rejection of all six (6) proposals and revision of the project specifications are in the best interest of the City; and WHEREAS, the City Council further finds that revising the specifications and soliciting new proposals will provide the City with an opportunity to obtain competitive pricing based upon the revised scope of work and proposed galvanized sloped roofing system. P.R. No. 25014 8/10/2026 IM-TNR NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Council hereby rejects all six (6) proposals received in response to the solicitation for the roof replacement at the City of Port Arthur Fleet Maintenance Building located at 101 H.O. Mills Boulevard. THAT, Upon completion of the revised specifications and solicitation documents, the City Manager is authorized to solicit new competitive proposals or bids in accordance with the City's purchasing policies and procedures. THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED this day of A.D. 2026 at a Regular Meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: P.R. No. 25014 8/10/2026 IM NOES: Charlotte M. Moses, Mayor ATTEST: Christe Whitley Ned, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, ity Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: OPt\. AI/ Ron Burton, CP. - Lynda Bosw 1 City Maria.,- Director of Finance l Ivan Miter-ell Clifton Williams Transit Director Purchasing Manager P.R. No. 25014 8/10/2026 IM Exhibit "A" CITY OF PORT ARTHUR Advertisement for Bids Roof and Drip Edge Replacement at H.O. Mills Blvd. Building 101, Port Arthur Tx April 15, 2026 April 22, 2026 CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR BIDS )tice is hereby given that sealed bids,addressed to the City of Port Arthur,will be received at the Tice of the City Secretary,City Hall 444 4th Street or P.0.Box 1089,Port Arthur,Texas 77641 no :er than 3:00 p.m.,Wednesday,May 6,2026 and all bids received will thereafter be opened and ad aloud at 3:15 p.m.,on Wednesday,May 6,2026 in the City Council Chambers,5th Floor,City ill,Port Arthur.Texas for certain services briefly described as: ROOF AND DRIP EDGE REPLACEMENT AT H.O.MILLS BLVD. BUILDING 101,PORT ARTHUR TX ds received after the deadline stated above,regardless of method of delivery,will not be considered id returned unopened. opies of the Specifications and other Contract Documents are on file in the Purchasing Office,444 h Street.City of Port Arthur,and are open for public inspection without charge.They can also be trieved from the City's website at www.portarthurtx.govlbids.aspx or www.publicpurchase.com. ON MANDATORY PRE=$ID MEETING IS SCHEDULED FOR THURSDAY.APRIL 23,2026 AT 00 P.M.AT THE EQUIPMENT SERVICES GARAGE LOCATED AT 103 H. O. MILLS ROAD, DRT ARTHUR,TEXAS ar Chapter 2 Article VI Sec.2-262(C)of the City's Code of Ordinance,the City Council shall not ward a contract to a company that is in arrears in its obligations to the City. /Clifton Williams lifton Willia,r s urchasing Manager CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR BIDS Notice is hereby given that sealed bids,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 J:00 p.m.,Wednesday,May 6,2026 and all bids received will thereafter be opened and read aloud at 3:15 p.m.,on Wednesday,May 6,2026 in the City Council Chambers,5th Floor,City Hall,Port Arthur,Texas for certain services briefly described as: ROOF AND DRIP EDGE REPLACEMENT AT H.O.MILLS BLVD. BUILDING 101,PORT ARTHUR TX Bids received after the deadline stated above,regardless of method of delivery,wilt 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.portarthurix.gov/bids.aspx or www.publicpurchase.com. NON MANDATORY PRE-BID MEETING IS SCHEDULED FOR THURSDAY.APRIL 23,2026 AT 2:00 P.M AT THE EQUIPMENT SERVICES GARAGE LOCATED AT 103 H. O. MILLS ROAD, PORT ARTHUR,TEXAS 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/Clifton Williams Clifton Williams Purchasing Manager P.R. No. 25014 8/10/2026 IM Exhibit "B" CITY OF PORT ARTHUR,TEXAS "'ur Bid Tabulation G, _ Roof and Drip Edge Replacement at H.O.Mills Blvd Building 101 or! rrhur Bid Opening Date: May 13,2026 `ex"' Bid Opening Location: City Hall 5th floor Conference Room P26-033 Name of Bidders Inman Pro-Shield Marton Rooting Construction Marton Roofing Commercial Industries LTD Services,INC Jet Set II,LLC F.W.Walton,INC Industries LTD Roofing,LLC Item # Description Total Cost Total Cost Total Cost Total Cost Total Cost Total Cost Roof and Drip Edge Replacement at I3.0.Mills Blvd Building 101, 1. Port Arthur TX $383,118.00 $ 184,500.00 _ $268,000.00 $217,577.00 $323,350.00 $ 198,190.00 Contingency $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00 Total Cost $393,118.00 $ 194,500.00 $278,000.00 $227,577.00 $333,350.00 $208,190.00 Calendar Days 90 Days 30 Days 60 Days 90 Days 90 Days 30 Days Bid Bond Yes Yes Yes Yes Yes Yes Acknowledge Addendums 1 &2 None 1 &2 1 1 &2 None Location Houston,TX Brooklyn,TX Houston,TX Houston,TX Houston,TX Aledo,TX *Alternate Bid* IA �yti /�v/do�,Zp Clifton Williams,1 uichasing Manager Date