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Home My WebLink AboutPR 25086: AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH VORTEX SERVICES LLC FOR THE REHABILITATION OF SANITARY SEWER MANHOLES AT THOMAS JEFFERSON MIDDLE SCHOOL THROUGH THE HOUSTONGALVESTON AREA COUNCIL (HGAC) Em rrrt rtfttr INTEROFFICE MEMORANDUM Date: July 31, 2026 To: The Honorable Mayor and City Council Through: Ronald Burton, C.P.M., City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR No. 25086 -Execute contract with Vortex Services, LLC for the Rehabilitation of Sanitary Sewer Manholes at Thomas Jefferson Middle School Introduction: This Agenda Item intends to seek the City Council's approval for executing a contract with Vortex Services, LLC. The contract provides for the rehabilitation of sanitary sewer manholes at Thomas Jefferson Middle School through the Houston-Galveston Area Council (HGAC) Cooperative Purchasing Contract No. TP07-25 in the total amount of$53,880.26 from Account No. 410-40-220-5313-00-00-000, Sewer System Maintenance. Background: To cooperate with upcoming planned improvements at Thomas Jefferson Middle School,the Water Utilities Department will rehabilitate sanitary sewer manholes located within the area of the school. Vortex Services, LLC has submitted a proposal for the rehabilitation of the sanitary sewer manholes that will consist of applying a Geopolymer Liner coating which will add structural stability and extend the service life of the manholes. The scope includes mobilization,the installation of the liner, infiltration control, and all necessary labor,materials, and equipment. Budget Impact: The projected budgetary impact is $53,880.26. Funds are available from Account No. 410-40- 220-5313-00-00-000, Sewer System Maintenance. Recommendation: It is recommended that the City Council approve PR No. 25086, to execute a contract with Vortex Services, LLC, as discussed/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" PR No. 25086 07/31/2026 cm Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH VORTEX SERVICES LLC,OF HOUSTON,TEXAS FOR THE REHABILITATION OF SANITARY SEWER MANHOLES AT THOMAS JEFFERSON MIDDLE SCHOOL THROUGH THE HOUSTON- GALVESTON AREA COUNCIL(HGAC)COOPERATIVE PURCHASING CONTRACT NO. TP07-25 IN THE TOTAL AMOUNT OF $53,880.26; FUNDS ARE AVAILABLE IN ACCOUNT NO. 410-40-220-5313-00-00-000, SEWER SYSTEM MAINTENANCE. WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body,to participate in a cooperative purchasing program as an alternative to a formal bid process; and, WHEREAS, pursuant to Resolution No. 11-196, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the Houston-Galveston Area Council (HGAC) Cooperative Purchasing Program; and, WHEREAS, to cooperate with upcoming planned improvements at Thomas Jefferson Middle School, the Water Utilities Department will rehabilitate the sanitary sewer manholes located within the area of the school; and WHEREAS,Vortex Service, LLC has submitted a proposal through HGAC Contract No. TP07-25 for the rehabilitation of the manholes in the total amount of$53,880.26 (Exhibit "A"); and, WHEREAS, the scope of work consists of applying a Geopolymer Liner coating to the inside of the sanitary sewer manholes which will add structural stability and extend the service life, mobilization, infiltration control, and all necessary labor, materials and equipment. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: THAT,the facts and recitals in the preamble are true and correct; and, PR No. 25086 07/31/2026 cm Page 2 of 3 THAT, the City Manager is hereby authorized to execute, in substantially the same form as the attached Exhibit "A", with Vortex Services for the rehabilitation of the sanitary sewer manholes at Thomas Jefferson Middle School, through HGAC Contract No. TP07-25 in the total amount of$53,880.26; and, THAT, funding for this contract is available in Water Utilities Account No. 410-40-220- 5313-00-00-000, Sewer System Maintenance; and, 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 2026 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Charlotte M. Moses Mayor ATTEST: Christe Whitley Ned, TRMC City Secretary PR No. 25086 07/31/2026 cm Page 3 of 3 APPROVED AS TO FORM: -----------C-fumg ----.'----?.---..--. Roxann Pais Cotroneo City Attorney APPROVED FOR ADMINISTRATION: .._ _.1-)a,pv,,,/...,,... /24.)7.2 /-4(._., Ronald Burton, CPM City Manager Suhail Kanwar, P.E. Director of Public Services f/A44i Matthews, P.E. Water Utilities Director APPROVED AS TO THE AVAILABILITY OF FUNDS:Zdaoswel , MA CGFO Finance Director h ,..., d ii Clifton . Williams Jr. CPPB Purchasing Manager Exhibit "A" CONSTRUCTION CONTRACT AGREEMENT [Non-Federally Funded Projects] 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", and Vortex Services. LLC.,hereinafter called "CONTRACTOR". WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The CONTRACTOR will commence and complete the construction of Rehabilitation of Manholes at Thomas Jefferson Middle School. 2. The CONTRACTOR will furnish at his own expense all the materials, supplies, tools, equipment, labor, and other services necessary for the construction and completion of the Project described herein. 3. The CONTRACTOR will commence the work required by the Contract Documents on or before a date and will complete the same within consecutive calendar days. 4. The CONTRACTOR agrees to perform all the Work described in the Contract Documents and comply with the terms therein for the estimated total amount of $53.880.26,as shown in the Service Proposal. 5. Work, following the Contract dated after the Notice to proceed, the Contractor shall complete the WORK within 45 consecutive calendar days. 6. The term "CONTRACT DOCUMENTS" means and includes the following: • AGREEMENT P PROPOSAL • PAYMENT BOND • NOTICE TO PROCEED 6. The OWNER will pay to the CONTRACTOR in the manner and at such times as outlined in the General Conditions such amounts as required by the Contract Documents. 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,administrators,successors,and assigns. Page 1 of 2 CONSTRUCTION CONTRACT AGREEMENT [Non-Federally Funded Projects] IN WITNESS WHEREOF, the Parties hereto have executed, or caused to be executed by their duly authorized officials,this Agreement in two (2) copies, each of which shall be deemed an original on the date first above written. APPROVED IN FORM: OWNER: CONTRACTOR: OWNER: Vortex Services LLC CITY OF PORT ARTHUR BY By NAME NAME ADDRESS TITLE Page 2 of 2 B ri e s To: City Of Port Arthur Contact: Address: 444 4th St. Phone: (409)983-8193 Port Arthur,TX US Email: Project Name: TX-Port Arthur-FY26 Manhole Rehab-HGAC Bid Number: 2436562-2 Project Location: Port Arthur,TX Bid Date: 7/24/2026 Proposal Based on HGAC Contract TP07-25 Item# Item Description Estimated Quantity Unit Unit Price Total Price P49 Mobilization-Texas 1.00 EACH $4,784.00 $4,784.00 G17 Rehabilitation(Standard 4-ft Diameter)- 1-inch 91.00 VF $450.00 $40,950.00 Geopolymer liner G47 Rebuild Bench and Invert 1.00 EACH $1,000.00 $1,000.00 B18 Infiltration Control-Chemical Grout(Will Bill As 1.00 GAL $250.00 $250.00 Needed) B19 Infiltration Control-Quad-Plug(5 Gallon)(Will Bill As 1.00 EACH $100.00 $100.00 Needed) 08 Flagmen(per Each) 40.00 HR $150.00 $6,000.00 Bid Price Subtotal: $53,084.00 Total Payment And Performance Bond 1.50%: $796.26 Total Bid Price: $53,880.26 Notes: • Our manhole rehab is figured utilizing flow through plugs.Any dewatering and or bypass pumping will be provided by Owner(if necessary). Please note, in order to install our plugs and divert the flow on force mains we assume the incoming lines are protruding at least 3"into the manhole which will allow us to attach Fernco type coupling systems.If additional bypass,dewatering,or flow control is needed it will be provided by Others. • Owner will provide a portable hydrant meter and access to onsite water for our use free of charge. • Owner will provide access to each and every manhole and or structure.This may include but not limited locating,exposing,and raising buried MH's prior to our crew mobilizing. • If necessary,Owner will provide Permits&Fees.Vortex will provide our standard insurance coverage. OCP or railroad insurance&or longshoreman insurance is not included. • Our Bid Proposal is valid for 30 days from the bid date. • Site Restoration will be performed by Others. • This is a unit priced contract and the actual billing will be based on installed quantities.If the installed quantities vary greater than 10%of the bid quantities,Vortex reserves the right to adjust our unit price accordingly. • Standard wages are included.Therefore,Prevailing wages and or Union Wage Rates are not included in this bid proposal.Client/GC must notify Vortex if the project is Certified payroll prior to contract execution or additional fees may apply. • Our bid proposal as submitted reflects the current material pricing established on or before the bid date listed within our proposal. In the event of unforeseen price increases of our raw materials,Vortex reserves the right to adjust our unit rate or overall bid proposal accordingly to account for such price increases. • Payment terms: Net 30 days.Interest will be added to balances outstanding after 30 days • Vortex's bid proposal shall be incorporated into the subcontract agreements.Vortex will initiate this project upon an agreement or receipt of a subcontract or purchase order. Copies of payment and performance bonds must be provided to Vortex. • Any delays besides weather that is outside of our control will be billed at a standby rate of$1,250/hour,for the CIPP Lining Crew&$650/hour for the Clean&CCTV Crew. • Typically any debris collected from the Manhole(MH)rehab process is removed by hand but if there is a significant amount of debris collected,the Owner shall provide a Vac Truck to remove debris collected and dispose the debris that is pulled from the cleaning process.Please note,Vortex can also provide a vac truck at$550/HR(*4 hr min,travel time will be billed port to port) Page 1 of 2 • The Owner will have to provide site access improvements including(but not limited to)clearing of any trees,shrubs,fence,sheds,vegetation etc. to provide an unobstructed access for our work.This also includes coordinating site access permissions with the property owners and the City.We are able to complete our work if our trucks can be staged within 50'from both the upstream and downstream manholes.If certain site conditions restrict this and require us to stage greater than 50',then our trucks will require a road to drive the equipment to each manhole and it needs to be somewhat of level.Therefore it may be required for the owner to install a temporary easement access road by installing rock/road base,installing culverts,matting etc to aid in creek crossings or wet areas.The install and removal of these site improvements will be provided by Others. • r Since the owner did not provide H2S levels,Vortex is assuming the existing structures to get rehab fall below our manufacturer's recommended H2S levels. • Vacuum,hydrostatic,holiday/spark testing are not included in this bid proposal. ACCEPTED: CONFIRMED: The above prices,specifications and conditions are satisfactory and Vortex Services LLC are hereby accepted. Buyer: Signature: Authorized Signature: Date of Acceptance: Estimator: Nate Kennedy (832)392-1816 nkennedy@vortexcompanies.com Page 2 of 2