HomeMy WebLinkAboutPR 25104 AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH PREFERRED FACILITIES GROUP P.R. No. 25104
9/8/2026 aom- tnr
INTEROFFICE MEMORANDUM
Date: August 18, 2026
To: The Honorable Mayor and City Council
Through: Ron Burton, CPM, City Manager
From: Antonio O. Mitchell, Interim Deputy Fire Chief
RE: P.R. No. 25104—New Fence at Logistic Fire Station
Introduction:
The intent of this agenda item is to seek the City Council's approval of Proposed Resolution
25104 authorizing the City Manager to enter a contract with Preferred Facilities Group of Port
Arthur, Texas, through the BUYBOARD Cooperative Purchasing Program Contract No. 728-24
for the replacement of a damaged fence at Port Arthur Logistic Fire Station with a cost not to
exceed $34,280.19. This amount is based on the obtained quotes from vendors marked (Exhibit
A).
Background:
The Port Arthur Fire Department requires the replacement of the existing perimeter fence at the
Port Arthur Logistics Fire Station to enhance site security and protect municipal infrastructure.
The current perimeter fencing is over 20 years old, has suffered severe physical wear, and no
longer provides an adequate barrier against unauthorized entry onto the premises.
Securing this facility has become an urgent operational priority following the construction of the
new fire training tower. The Port Arthur Police Department has made multiple after-hours calls
and site dispatches due to unauthorized individuals trespassing on the property and attempting to
climb the training tower. These illegal intrusions pose severe personal safety hazards, expose the
city to significant liability, and jeopardize department equipment.
The Fire Department has an obligation to maintain strict safety and security measures across all
fire department properties. Installing a modern, heavy-duty security fence will effectively
eliminate unauthorized access, fulfill regulatory safety responsibilities, mitigate potential legal
liabilities, and ensure a secure environment for emergency personnel and the surrounding
community.
Procurement:
In evaluating the appropriate means of obtaining the required fencing services, the Port Arthur
Fire Department solicited three (3) competitive quotes from businesses in the surrounding area
for the proposed work. The following vendors submitted quotes for the fence restoration, as
further detailed in Exhibit A.
• Preferred Facilities Group of Port Arthur, Texas
P.R. No. 25104
9/8/2026 aom- tnr
• Corvus Communications of Port Arthur, Texas
• SKR Construction Inc of Port Arthur, Texas
Following a thorough evaluation of the quotes received, including consideration of the proposed
pricing, scope of work, and the City's operational and security needs, the Fire Department
determined that Preferred Facilities Group of Port Arthur, Texas, submitted the quote providing
the most advantageous value to the City and that the selection of Preferred Facilities Group is in
the best interest of the City.
Preferred Facilities Group is also available through BuyBoard Cooperative Contract No. 728-24,
providing the City with an established cooperative purchasing mechanism for obtaining the
required services.
Pursuant to Chapter 271 of the Texas Local Government Code, the City may participate in
cooperative purchasing programs and make purchases through such programs in accordance with
applicable law. The City previously authorized participation in the BuyBoard Cooperative
Purchasing Program pursuant to Resolution No. 12-008, through its interlocal agreement with
Region VIII Education Service Center.
Budget Impact:
This item has a budgetary impact of$34,280.19, which is available in Fire Department Building
Maintenance Account No. 001-19-047-5312-00-30-000.
Recommendation:
The Port Arthur Fire Department recommends that the City Manager be authorized to execute a
contract with Preferred Facilities Group of Port Arthur, Texas, through BuyBoard Cooperative
Contract No. 728-24, for the repair and replacement of the perimeter fencing at the Port Arthur
Logistics Fire Station in an amount not to exceed $34,280.19.
The proposed fencing improvements will address the deteriorated condition of the existing
perimeter barrier, improve security at the facility, reduce the risk of unauthorized access, and
protect the City's personnel, property, equipment, and newly constructed fire training tower.
P.R. No. 25104
9/8/2026 aom- tnr
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH PREFERRED FACILITIES GROUP OF
PORT ARTHUR, TEXAS, THROUGH BUYBOARD COOPERATIVE
CONTRACT NO. 728-24, FOR THE REPAIR AND REPLACEMENT OF
THE PERIMETER FENCE AT THE PORT ARTHUR LOGISTICS FIRE
STATION LOCATED AT 3400 MEMORIAL BOULEVARD, PORT
ARTHUR, TEXAS, IN AN AMOUNT NOT TO EXCEED $34,280.19;
FUNDING IS AVAILABLE IN THE FIRE DEPARTMENT BUILDING
MAINTENANCE ACCOUNT NO. 001-19-047-5312-00-30-000
WHEREAS, the Port Arthur Fire Department Logistics Fire Station, located at 3400
Memorial Boulevard, Port Arthur, Texas, requires the repair and replacement of its existing
perimeter fencing due to age, deterioration, and physical wear, in order to improve site security
and protect City property, equipment, personnel, and the newly constructed fire training tower;
and
WHEREAS, the existing perimeter fencing is more than twenty (20) years old and has
deteriorated to the extent that it no longer provides an adequate barrier against unauthorized
access to the premises; and
WHEREAS, following the construction of the new fire training tower, the Port Arthur
Police Department has responded to multiple after-hours calls and dispatched personnel to the
property concerning unauthorized individuals trespassing on the premises and attempting to
access or climb the training tower; and
WHEREAS, unauthorized access to the property and training tower presents significant
safety concerns to members of the public and City personnel, increases the potential for damage
to City property and equipment, and exposes the City to unnecessary operational and liability
risks; and
WHEREAS, the repair and replacement of the perimeter fencing is necessary to improve
the security of the facility, reduce the risk of unauthorized entry, protect municipal infrastructure,
and provide a safer environment for emergency personnel and the public; and
WHEREAS, the Port Arthur Fire Department solicited three (3) competitive quotes from
qualified businesses in the surrounding area for the repair and replacement of the perimeter
fencing at the Port Arthur Logistics Fire Station, as delineated in Exhibit "A"; and
WHEREAS, after a thorough evaluation of the quotes received, including consideration
of the proposed cost, scope of work, and the City's operational needs, the Port Arthur Fire
Department determined that Preferred Facilities Group of Port Arthur, Texas, submitted the
quote offering the most advantageous value to the City and was in the best interest of the City;
and
P.R. No. 25104
9/8/2026 aom- tnr
WHEREAS, pursuant to Chapter 271 of the Texas Local Government Code, the City
may participate in cooperative purchasing programs and may acquire goods and services through
such programs in accordance with applicable law; and
WHEREAS, pursuant to Resolution No. 12-008, the City of Port Arthur entered into an
interlocal agreement with Region VIII Education Service Center for participation in the
BuyBoard Cooperative Purchasing Program; and
WHEREAS, Preferred Facilities Group of Port Arthur, Texas, has submitted a quote
through BuyBoard Cooperative Contract No. 728-24 for the repair and replacement of the
perimeter fencing at the Port Arthur Logistics Fire Station in an amount not to exceed
$34,280.19, a copy of which is attached hereto as Exhibit "A" and incorporated herein for all
purposes; and
WHEREAS, the City Council finds that entering into a contract with Preferred Facilities
Group through the BuyBoard Cooperative Purchasing Program for the repair and replacement of
the perimeter fencing is in the best interest of the City and serves a legitimate municipal purpose.
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. That the City Council hereby authorizes the City Manager to execute a
contract, in substantially the same form as attached hereto as Exhibit "B", with Preferred
Facilities Group of Port Arthur, Texas, through BuyBoard Cooperative Contract No. 728-24, for
the repair and replacement of the perimeter fencing at the Port Arthur Logistics Fire Station
located at 3400 Memorial Boulevard, Port Arthur, Texas, in an amount not to exceed $34,280.19.
Section 3. That funding for the contract authorized herein is available in the Fire
Department Building Maintenance Account No. 001-19-047-5312-00-30-000, subject to
applicable City budgetary and fiscal requirements.
Section 4. 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 , 2026, at a
Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYESMayor:
Councilmember:
•
NOES:
P.R. No. 25104
9/8/2026 aom- tnr
Charlotte M. Moses, Mayor
ATTEST:
Christe Ned Whitley
City Secretary
APPROVED AS TO FORM:
Roxann Pais Cotroneo
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton, CP
City Manag
Anto ' . itchell
Interim Deputy Fire Chief
APPROVED AS TO AVAILABILITY OF FUNDS:
(( 6601--e
?lam
L d ' oswell
Finance Director
Clifton Williams, CPPB
Purchasing Manager
P.R. No. 25104
9/8/2026 aom- tnr
EXHIBIT "A"
PREFERRED
0" FACILITIES GROUP-USA
PROPOSAL
August 12, 2026
City of Port Arthur
Attn:Cody Phelps
444 4th Street Port Arthur,TX 77640
Re:261098 Replace existing fence
Facility Name: Fire Station Training Facility
City of Port Arthur-3300 Memorial Blvd, Port Arthur,TX 77640
We are pleased to submit our proposal utilizing our BuyBoard Contract No.728-24 based on local CCI
and coefficient of.89.
GENERAL
• Provide all labor, materials, supervision, equipment, coordination, and incidental work required
to complete the Work in accordance with the approved scope of work.
Replace approximately 350'fencing
• Remove existing shadow box fencing and gates.
• Provide and install new chain link fencing a gates.
• Provide and install privacy slats.
Additional 60'fencing
• Provide and install new chain link fencing with privacy slats
Cost of Work: $33,444.09
Bond: $836.10
Total Amount: $34,280.19
We estimate approximately fifteen (15) calendar days for completion. We explicitly exclude all
liquidated damages for this project due to the volatility of the market and supply chain challenges.
Our estimate is based on our interpretation of the project as presented to us. Our scope is limited to
the line items broken down into Individual tasks of work and developed based upon the Unit Price
Book rate as modified by the local cost adjustment and our Coefficient. All pricing for the required
line-item estimate is derived from the current calendar year RSMeans Facilities Construction Cost
Data Book with Updates.
This Proposal contains confidential and proprietary information that is intended only for the use of
City of Port Arthur and is not to be shared, copied, or disseminated in any way. The information
includes all attachments, drawings, sketches, and proposed product selections and must be kept
confidential.This information shall be used for the sole purpose of evaluating this Proposal and must
not be used for any other purpose without the explicit consent of Preferred Facilities Group-USA.
Please contact me at 409.842.8293 or via e-mail mwaidley@pfg-usa.com if you have any questions
or require additional information.
Respectfully submitted,
Preferred Facilities Group-USA
Michael Waidley
Operations Manager
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ESTIMATE
Corvus Communications LLC rene@corvuscommunications.com
601 Stadium Rd +1 (281)761-4342
C RVUS
Port Arthur,TX7'642 www.corvuscommunications.com
COMMUNICATIONS
Bill to Ship to
CITY OF PORT ARTHUR Logistics Station
PO BOX 1089 3400 Memorial Blvd
PORT ARTHUR, TX 77641-1089 US Port Arthur,Tx 77640 US
Estimate details
Estimate no.:31460
Estimate date:08/19/2026
# Product or service Description Qty Rate Amount
1. Materials Gates 3 $728.58 $2,185.74
2. Materials 410'Chain link fence 8'Tall 1 $23,805.23 $23,805.23
3. Materials Privacy Slats Vinyl 1 $11,580.92 $11,580.92
SCOPE OF WORK:Demo-Wood fences&gates,fence,shadow box, pine, pressure treated, 3 rail,L.F. 1" x 6" board, 2" x 4" rail,4" x4"
post, 6'high, includes post and post hole Fence,chain link industrial, galvanized steel,6 ga.wire,2-1/2" posts @ 10'OC,L.F.8'high,includes
excavation, in concrete -410' Chain link industrial, gate,galvanized steel,6'high fence, 1-5/8" frame,3'wide, 6'high, includes excavation, in
concrete -quantity 1 Fence,chain link industrial, double swing gates,8'high,20'opening, includes Opening.excavation, posts &hardware in
concrete—quantity 2 Fence,chain link industrial, privacy slats,vertical,vinyl Fence,chain link,top rail,rail tubing, galvanized, 1-5/8" x 21'x
0.111 wall
TIPS Contract 25010402
Total $37,571.89
Accepted date Accepted by
SKR
S K R Construction Inc.
6625 Jade Ave
Port Arthur TX 77640
— A (409) 982-0063
L tra .
(409) 982-0470 fax
SkrConstructionlnc@gmail.corn
Proposal# 1957001
September 1, 2026
Cody Phelps
Re: Logistics Station Fence
3200 Memorial
Port Arthur TX.
SKR Construction Proposal—Scope of Work
SKR Construction proposes to provide all necessary equipment, materials, and labor to complete
the following work:
• Demolition & Site Cleanup: Demolish and remove existing wood fence. SKR
Construction INC will dispose of the old fence and all project-related debris upon
completion.
• Fencing Material: Supply and install 8 ft high, -gauge chain link fencing.
• Privacy Enhancement: Install privacy vinyl slats (green) throughout the entirety
of the new chain link fence.
Gates:
• Two (2) 20 ft double gate 1 5/8 frame
• One (1) 36 inch single gate 1 5/8 frame
Posts & Foundations:
• 2 7/8-inch terminal posts installed at all corner and gate locations.
• 2 3/8-inch line posts installed along standard runs.
• All posts set securely in concrete footings.
Investment & Payment Terms
• Investment:Total investment for this project is $38,700.00
• Acceptance of Proposal
The prices, specifications, and conditions outlined above are satisfactory and are hereby
accepted. SKR is authorized to do the work as specified. Payment will be made as outlined in the
"Payment Terms" section of this proposal.
Customer Signature: Date:
Contractor Signature: Date:
P.R. No. 25104
9/8/2026 aom- tnr
EXHIBIT "B"
CONSTRUCTION CONTRACT FOR
REPLACEMENT OF SECURITY PERIMETER FENCING
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 Preferred Facilities Group 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 begin upon execution of this agreement and remain in effect
until the installation of the security perimeter fencing for the Port Arthur Logistics Fire Station
located at 3400 Memorial Boulevard is fully completed and accepted as agreed:
2. The term "Contract Documents" means and includes the following:
1) Agreement
2) Notice of Award
3) Price List under BUY BOARD #728-24 provided on the city Purchase Order
3. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors, and assigns.
4. The purchase price is $34,280.19, with a total duration of two weeks commencing from the
issuance of the notice to proceed. Any request for an extension of time shall be mutually agreed
upon by both parties.
5. 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 PREFERRED FACILITIES, GROUP
BY
CITY SECRETARY
PRINT NAME:
TITLE: