HomeMy WebLinkAboutP.R. NO. 25139 CONTRACT APPROVAL FOR CURBSTOPS, UNIONS, CORPORATION STOPS, ADAPTERS, AND COUPLINGS FOR THE WATER UTILITIES DEPARTMENT. City of
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INTEROFFICE MEMORANDUM
Date: September 2, 2026
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, Water Utilities Director
RE: PR No. 25139—Contract Approval for Curbstops, Unions, Corporation Stops,
Adapters, and Couplings for the Water Utilities Department
Introduction:
The intent of this Agenda Item is to seek the City Council's approval to enter into a contract
with Coburn Supply and Company, Inc. of New Caney, Texas for the purchase of curbstops,
unions, corporations stops, adapters, and couplings for the Water Utilities Depatrment.
Background:
Curbstops, unions, corporations stops, adapters, and couplings are used in the maintenance of
the water distribution system. On July 15 and July 22, 2026, the City Purchasing Division of
the Finance Department advertised the bid document for curbstops, unions, corporations stops,
adapters, and couplings and received six (6) bids on August 5, 2026 attached hereto as Exhibit
"A". The bids were evaluated and tabulated as delineated in Exhibit "B". The lowest bidder
selected for the purchase of curbstops, unions, corporations stops, adapters, and couplings for
Water Utilities Department was Coburn Supply and Company, Inc. of New Caney, Texas. The
contract will be for one year term with the option to renew an additional one-year period.
Budget Impact:
The total projected budgetary impact for the contract is $217,668.60. Funding is available in
Account No. 410-40-215-5315-00-00-000, Water System Maintenance allocated for FY27*
*Subject to City Council's annual appropriation and approval of the FY27 Budget.
Recommendation:
It is recommended that City Council adopt proposed resolution No. 25139, which authorizes
City Manager to award the contracts for the purchase of curbstops, unions, corporations stops,
adapters, and couplings for the Water Utilities.
"Remember,we are here to serve the Citizens of Port Arthur"
PR No. 25139
09/2/2026 cm
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A CONTRACT WITH COBURN SUPPLY AND COMPANY, INC. OF
NEW CANEY,TEXAS FOR THE PURCHASE OF CURBSTOPS,UNIONS,
CORPORATIONS STOPS, ADAPTERS, AND COUPLINGS FOR THE
WATER UTLITIES DEPARTMENT WITH A TOTAL PROJECTED
BUDGETARY IMPACT OF $217,668.60 WITH FUNDING ALLOCATED
FROM WATER UTILITES ACCOUNT NO. 410-40-215-5315-00-00-000,
WATER SYSTEM MAINTENANCE FOR FY27, SUBJECT TO CITY
COUNCIL'S ANNUAL APPROPRIATION AND APPROVAL OF THE
FY27 BUDGET.
WHEREAS,the Water Utilities Department routinely uses curbstops,unions,corporations
stops, adapters, and couplings in the maintenance of the water system; and,
WHEREAS, on July 15, 2026 and July 22, 2026, the Purchasing Division solicited bids
for the purchase of curbstops, unions, corporations stops, adapters, and couplings (Exhibit "A"),
as delineated in City of Port Arthur Purchasing Policy, and six (6) vendors submitted bids on
August 5, 2026; and,
WHEREAS, the bids have been evaluated by Water Utilities and Purchasing Staff(bid
tabulation attached as Exhibit "B") and Coburn Supply Company, INC. of New Caney was
selected based on the overall lowest bid and availability(Exhibit"C")for a contract purchase; and,
WHEREAS, the term of the contract shall be for one year with option to renew an
additional one-year period with a total projected budgetary impact of$217,668.60 under Water
System Maintenance for FY27, subject to City Council's annual appropriation and approval of
FY27 budget.
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. 25139
09/2/2026 cm
Page 2 of 3
THAT, the City Manager of City of Port Arthur is hereby authorized and directed to
execute, in substantially the same form, a one-year contract with an option to renew for one
additional year Coburn Supply Company, INC. of New Caney, Texas (Exhibit "D") for the unit
prices shown in the quote, with a projected budgetary impact of$217,668.60, for the same prices
as shown in the contract and bid; and,
THAT, the total projected budgetary impact for the purchase of curbstops, unions,
corporations stops, adapters, and couplings is $217,668.60 allocated for FY27 (subject City
Council's annual appropriation and approval of FY27 budget) with funding available in Account
No. 410-40-215-5315-00-00-000, Water 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. 25139
09/2/2026 cm
Page 3 of 3
APPROVED AS TO FORM:
Roxann Pais Cotroneo
City Attorney
APPROVED FOR ADMINISTRATION:
.14\ips
a&ter
Ronal.'Won, !' 'M
City Mana
Suhail Kanwar, P.E.
Director of Public Services
6 jihl
4,fre
Calvin Matthews, P.''.
Water Utilities Director
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
Sa\(k_ d(6/-1(- F1)1)
(Lyn) Boswell, l CGFO
Finance Director /
Li
h y"41/h
1
Clifton E. Williams Jr. CPPB
Purchasing Manager
Exhibit"A"
Advertisement for Bids
CITY OF PORT ARTHUR
Invitation to Bid
Curbstops, Unions, Corporation Stops, Adapters
& Couplings for Utility Operations
July 15, 2026 July 22, 2026
PUBLIC NOTICE
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
ice of the City Secretary, City Hall 444 4th Street or P.O. Box 1089,Port Arthur,Texas 77641 no
sr than 3:00 p.m.,Wednesday,August 5,2026 and all Bids received will thereafter be opened
d read aloud at 3:15 P.M., on Wednesday, August 5, 2026 in the City Council Chambers, 5th
ior,City Hall,Port Arthur,Texas for certain services briefly described as:
1.CURBSTOPS,UNIONS,CORPORATIONS STOPS,ADAPTERS&
COUPLINGS FOR UTILITY OPERATIONS
2.PURCHASE OF HDPE PIPE
:s received after the deadline stated above,regardless of method of delivery,will not be considered
1 will be returned unopened.
pies of the Specifications and other Contract Documents are on file in the Purchasing Office,-444-
Street, City of Port Arthur,and are open for public inspection without charge.They can also be
rieved from the City's website at https://www.portarthurtscgovlbids.aspx or
na.pu bi icpu rchase.com
e City of Port Arthur reserves the right to reject any and all bids and to waive informalities.
r Chapter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance,the City Council shall not
and a contract to a company that is in arrears in its obligations to the City.
Tifton Williams
fton Williams
rchasing Manager
PUBLIC NOTICE
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 3:00 p.m.,Wednesday,August 5,2026 and all Bids received will thereafter be opened
and read aloud at 3:15 P.M.,on Wednesday,August 5, 2026 in the City Council Chambers, 5th
Floor,City Hall,Port Arthur.Texas for certain services briefly described as:
1.CURBSTOPS,UNIONS,CORPORATIONS STOPS,ADAPTERS&
COUPLINGS FOR UTILITY OPERATIONS
2.PURCHASE OF HDPE PIPE
Bids received after the deadline stated above,regardless of method of delivery,will not be considered
and will be returned unopened.
ICopies 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
1 retrieved from the City's website at https://www.portarthurtx.gov/bids.aspx or
www.publicpurchase.com
The City of Port Arthur reserves the right to reject any and all bids and to waive informalities.
Per Chapter 2 Article VI Sec.2-262(C)of the City's Code of Ordinance;the City Council shall not
award a contract to a company that is in arrears in its obligations to the City.
is/Clifton Williams
Clifton Williams
Purchasing Manager
Exhibit "B"
Bid Tabulation
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Exhibit "D"
Coburn Supply Company, INC Contract
PURCHASING CONTRACT AGREEMENT
THIS AGREEMENT is made this the of , 2026, by and
between an individual, firm, partnership, or corporation Coburn Supply Company INC.,
of New Caney, Texas hereinafter called "Vendor", and the City of Port Arthur, a municipal
corporation organized under the laws of the State of Texas, hereinafter called the "Owner"
or "City".
WITNESSETH: That for and in consideration of the payments, terms, conditions and
agreements set forth herein, Owner and Vendor agree as follows:
1. The term of this Contract shall be for one (1) year, with an option to
renew for one (1) additional year, from the date of execution unless sooner terminated
under the provision hereof. The City can terminate this contract at its convenience which
includes, but not limited to, funding not being available in any budget cycle, with thirty (30)
days of written notice.
2. The Vendor will provide Curbstops, Unions, Corporations Stops,
Adapters, and Couplings, as delineated and submitted in their bid on August 5, 2026.
3. During the term of this Contract, the Vendor will furnish all of the materials
and supplies, as stated in the specifications, described as:
Curbstops, Unions, Corporations Stops, Adapters, and Couplings
4. The Vendor agrees to deliver all materials on an as needed basis during
the term of the contract, at the unit prices listed in the bid documents dated August 5,
2026, for the selected items:
ITEM# DESCRIPTION Unit Cost
1 a" ---CURBSTOPS CTSXFIP $44.62
2 1" ---CURBSTOPS CTSXFIP $79.52
3 1 1/2"' ---CURBSTOPS CTSXFIP $219.77
4 2" ---CURBSTOPS CTSXFIP $304.62
5 3/4" IRON TO IRON CURBSTOPS FIPXFIP $37.69
6 1" IRON TO IRON CURBSTOPS FIPXFIP $66.53
7 1 1/2" IRON TO IRON CURBSTOPS FIPXFIP $185.42
Page 1 of 3
8 2" IRON TO IRON CURBSTOPS FIPXFIP $270.11
9 3/4" UNIONS CTS PJ BOTH ENDS $22.47
10 1"-UNIONS CTS PJ BOTH ENDS $25.71
11 1 V2"-UNIONS CTS PJBOTH ENDS $86.03
12 2"-UNIONS CTS PJ BOTH ENDS $116.14
13 3/4" CORPORATION STOP CC THREAD XCTS PACK JOINT $40.25
14 1" CORPORATION STOP CC THREAD XCTS PACK JOINT $60.88
15 1 ''A" CORPORATION STOP CC THREAD XCTS PACK JOINT $175.52
16 2" CORPORATION STOP CC THREAD XCTS PACK JOINT $290.31
17 3/4" IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $18.45
18 1" IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $21.85
19 1 'h" IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $59.87
20 2" IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $87.23
21 3/4"-METER COUPLING $11.99
22 1"-METER COUPLING $18.45
23 4" SDR 26 PIPE $3.93
Delivery will be made days after receipt of order 5-15 days
5. This Agreement shall be binding upon all parties hereto and their respective
heirs, executors, administrators, successors and assigns.
6. The term "Contract Documents" means and includes the following:
1) Agreement
2) General Information
3) Specifications
4) Bid Documents
5) Notice of Award I
Page 2 of 3
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.
SIGNED AND AGREED to on the day of , 2026.
WITNESS: VENDOR:
Coburn Supply Company Inc.
SIGNED AND AGREED to on the day of , 2026.
OWNER:
WITNESS: CITY OF PORT ARTHUR:
City Secretary City Manager
Page 3 of 3
I ) .
CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM
THOMAS KINLAW,III ' CITY MANAGER
City of
MAYOR PRO TEM j j,, j
, CHRISTE WHITLEY NED,TRMC
COUNCIL MEMBERS: CITY SECRETARY
TAYLOR L.GETWOOD o r t r t h u r
CAL J.JONES OXANN PAIS COTRONEO
WARREN PENA Te.t&ITY ATTORNEY
KAALAJACOBS
DONALD FRANK,SR.
JULY 20,2026
INVITATION TO BID
CURBSTOPS, UNIONS, CORPORATIONS STOPS,ADAPTERS
& COUPLINGS FOR UTILITY OPERATIONS
DEADLINE: Sealed Bid submittals must be received and time stamped
DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard
Time, Wednesday, August 5, 2026 (The clock located in the City Secretary's office will be the official time.)
All bids received will be read aloud at 3:15 p.m. on Wednesday, August 5, 2026 in the City Council
Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
MARK ENVELOPE: P26-049
DELIVERY ADDRESS: Please submit one (1) original and one (1) copy of your bid to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET, 4th Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Invitation to Bid should be directed in writing to:
City of Port Arthur, TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifon.williams(aiportarthurtx.gov
Purchasing Division/Finance Department 1 Purchasing Manager,Clifton Williams
P.O.Box 1089 I 114 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291
The enclosed INVITATION TO BID (ITB) and accompanying GENERAL INSTRUCTIONS, CONDITIONS
SPECIFICATIONS, are for your convenience in submitting bids for the enclosed referenced services for the
City of Port Arthur.
Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed
envelope, with the Vendor's name and address in the upper left-hand corner of the envelope.
ALL BIDS 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 ITB submittal arrives at the above
location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically
transmitted ITB submittals will not be accepted.
Clifton Williams
Purchasing Manager
Page 2 of 14
INVITATION TO BID
CURBSTOPS, UNIONS,CORPORATIONS STOPS, ADAPTERS
& COUPLINGS FOR UTILITY OPERATIONS
(To be Completed ONLY IF YOU DO NOT BID)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN
REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request.
In the event you desire not to submit a bid, we would appreciate your response regarding the reason(s).
Your assistance in completing and returning this form in an envelope marked with the enclosed bid
would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State,Zip Code: Date:
Page 3 of 14
SPECIFICATIONS FOR REPAIR
CURBSTOPS,UNIONS, CORPORATIONS STOPS, ADAPTERS
& COUPLINGS FOR UTILITY OPERATIONS
GENERAL INFORMATION
These specifications are for the furnishing of Curbstops delivered F.O.B., Water Utilities Service Center, 111
H.O. Mills Blvd., Port Arthur, Texas 77640. The City will accept delivery of curbstops during the life of this
contract per written request stating the quantity, size, type, and expected delivery date of curbstops to be
delivered. The supplier shall make no deliveries after 3:00 p.m. during normal business days unless otherwise
specified by the City.
TECHNICAL SPECIFICATIONS& ESTIMATED OUANTITIES
3/4"--CURBSTOPS CTSXFIP-500
1"—CURBSTOP CTSXFIP-200
1 %"—CURBSTOP CTSXFIP-30
2"—CURBSTOP CTSXFIP-30
3/4" IRON TO IRON CURBSTOPS FIPXFIP-500
1"-IRON TO IRON CURBSTOPS FIPXFIP--200
1 'A"-IRON TO IRON CURBSTOPS FIPXFIP-30
2"-IRON TO IRON CURBSTOPS FIPXFIP--30
3/4"—UNIONS CTS PJ BOTH ENDS-500
1"—UNIONS CTS PJ BOTH ENDS-200
1 '%"—UNIONS CTS PJ BOTH ENDS-30
2"--UNIONS CTS PJ BOTH ENDS-30
3/4" CORPORATION STOP CC THREAD XCTS PACK JOINT-500
1"—CORPORATION STOP CC THREAD XCTS PACK JOINT-200
1 'A"—CORPORATION STOP CC THREAD XCTS PACK JOINT-30
2"—CORPORATION STOP CC THREAD XCTS PACK JOINT-30
3/4" IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS—500
1"—IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS 200
1 'A"—IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS-30
2"—IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS —30
3/"—METER COUPLING-500
1"—METER COUPLING-300
4" SDR 26 PIPE-5000 FT.
TERM OF CONTRACT
The term of this contract shall be for one year with the option to renew for an additional one year period.
Bid quantities shown are for bidding purposes only. These quantities were determined from past
experience and do not obligate the City to purchase these amounts. The City reserves the right to award
the lowest overall responsive bidder or to award by item to the respective lowest responsive bidder.
Page 4 of 14
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: CURBSTOPS, UNIONS, CORPORATIONS STOPS, ADAPTERS &COUPLINGS FOR
UTILITY OPERATIONS
BID DUE DATE: August 5, 2026
ITEM # DESCRIPTION UNIT COST
1 3/4"—CURBSTOPS CTSXFIP $44.62
2 1"—CURBSTOPS CTSXFIP $79.52
3 1 1/2"'--CURBSTOPS CTSXFIP $219.77
4 2" —CURBSTOPS CTSXFIP $304.62
5 3/4" IRON TO IRON CURBSTOPS FIPXFIP $37.69
6 1" IRON TO IRON CURBSTOPS FIPXFIP $66.53
7 1 1/2"IRON TO IRON CURBSTOPS FIPXFIP $185.42
8 2" IRON TO IRON CURBSTOPS FIPXFIP $270.11
9 %"—UNIONS CTS PJ BOTH ENDS $22.47
10 1"--UNIONS CTS PJ BOTH ENDS $25.71
11 1 1/2"—UNIONS CTS PJ BOTH ENDS $86.03
12 2"—UNIONS CTS PJ BOTH ENDS $116.14
13 3/4"CORPORATION STOP CC THREAD XCTS PACK JOINT $40.25
14 1"CORPORATION STOP CC THREAD XCTS PACK JOINT $60.88
15 1 1/2"CORPORATION STOP CC THREAD XCTS PACK JOINT $175.52
16 2" CORPORATION STOP CC THREAD XCTS PACK JOINT $290.31
17 3/4"IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $18.45
18 1"IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $21.85
19 1 1/2"IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $59.87
20 2"IRON TO PLASTIC ADAPTER MIPTXCTS PJ BRASS $87.23
21 3/4"—METER COUPLING $11.99
22 1"--METER COUPLING- $18.45
23 4"SDR 26 PIPE $3.93/LF
DELIVERY will be made l.0 days after receipt of order.
Coburn Supply Company, INC. 21371 US 59 N
COMPANY NAME STREET ADDRESS
Eranii Tons Stahr
SIGNATURE OF BIDDER P.O. BOX
Brandi Pons Stahr New Caney, Tx 77357
PRINT OR TYPE NAME CITY STATE ZIP
Contract Administrator 281-354-9621
TITLE AREA CODE TELEPHONE NO
bponsstahr@coburns.com 281-354-9637
EMAIL FAX NO.
Page 5 of 14
CITY OF PORT ARTHUR, TEXAS
NON-COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR §
STATE OF TEXAS
By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation,
partnership or institution represented by the signatory or anyone acting for the firm bidding this project
has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and
Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made
to any competitor or any other person engaged in the same line of business, nor has the signatory or
anyone acting for the firm, corporation or institution submitting a bid committed any other act of
collusion related to the development and submission of this bid proposal.
Signature:
'nanvli?ons Spa i-
Printed Name: Brandi Pons Stahr
Title: Contract Administrator
Company: Coburn Supply Company, INC.
Date: 11 -3 -ZOz�i
SUBSCRIBED and sworn to before me by the above named &aridl 41( on this the
day of ,441� 1c S-� , 20 .
J (Lt u fir' f-J/JL
Notary Public in and for the
, : :�.. MELANIE STEHLE State of Texas
My Notary ID#125383413 �® /�D(} �
!r••..••E+; Expires Fugu�l 2.2029 My commission expires: �(PS
f Of{
Page 6 of 14
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer
of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
X I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay
succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said
debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an
agreement for the payment of said debts. I further agree to pay succeeding debts as they become due.
Coburn Supply Company, INC. S'3-�D2�
Firm Name Date
EPandl Tons Stak- Contract Administrator
Authorized Signature Title
Brandi Pons Stahr 281-354-9621
Name(please print) Telephone
bponsstahr@coburns.com
Email
STATE: Texas
COUNTY: Montgomery
•
SUBSCRIBED AND SWORN to before me by the above named b1 anti ( POrl )1-61.11r
on this the day of A4ULL, 20 V..0vutti akta-
MELANIE STEHLE Notary Public
:* :*` My Notary ID#125383413
:b=
-±r•b;$:, Expires August 2,2029
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 7 of 14
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. OFACE 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.
?I
Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
Name of local government officer about whom the information is being disclosed.
Name of Officer
J Describe each employment or other business relationship with the local government officer, or a family member of the
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
CIO as necessary.
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?
Yes 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?
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 a family 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).
3-3 2026
ignature of vendor doing siness with the governmental entity Date
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015
Page 8 of 14
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
A complete 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 government 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
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 It/30.'2015
Page 9 of 14
GENERAL INFORMATION:
NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port
Arthur the required information specified in Bid or Proposal Specifications listed in this Bid Package.
All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING
EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE THESE
EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall indicate that the
bidder has not taken exceptions and the City shall hold the bidder responsible to perform in strict accordance
with the specifications of the invitation. The City reserves the right to accept any and all or none of the
exception(s)/substitutions(s) deemed to be in the best interest of the City of Port Arthur.
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.
BID AWARD: The City of Port Arthur will review all bids for responsiveness and compliance with these
specifications. The award shall be made to the responsive,responsible bidder who submits the best value bid.
The City reserves the right to:
1. Reject any and all bids and to make no award if it deems such action to be in its best interest.
2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept such bids as it shall deem
to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port Arthur and whose bid is
within 5% of the lowest bid price, as provided by Section 271.905 of the Texas Government Code.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and Proposal" shall be
equivalent.
Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response
to all requirements and questions as directed.
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.cthics.statc.tx.us/filinginfo/conflict fonns.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.
ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business
arrangement with any employee, official or agent of the City of Port Arthur.
Page 10 of 14
NW 7
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 ITB and Specifications will be made by
addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The
City assumes no responsibility for the bidder's failure to obtain and/or properly submit any addendum. Failure
to acknowledge and submit any addendum may be cause for the bid 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.
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port
Arthur as its principal place of business must have an official business address (office location and office
personnel) in Port Arthur, the principal storage place or facility for the equipment shall be in Port Arthur and/or
the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or
interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid.
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.: Accounts Payable, 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 601 f
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.
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.
Page 11 of 14
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 ITB.
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.
In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is
specifically advised that the written bid proposal will prevail in the determination of the successful bidder.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national
origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any
program or activity receiving Federal financial assistance.
TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill in a timely and
proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants,
agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by
giving written notice to the Contractor of such termination and specifying the effective date thereof, at least
fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall
not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract
by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until
such time as the exact amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least
thirty (30) days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein,
the Contractor will be paid for the service that it has performed up to the termination date. If this contract is
terminated due to fault of the Contractor, the previous paragraph hereof relative to termination shall apply.
Page 12 of 14
IP
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 $500,000 single limit per occurrence or$500,000 each
person/$500,000 per occurrence for contracts of$100,000 or less; or
Bodily injury $1,000,000 single limit per occurrence or$500,000 each
person/$1,000,000 per occurrence for contracts in excess of$100,000; and,
b. Property Damage $100,000 per occurrence regardless of contract amount; and,
c. Minimum aggregate policy year limit of$1,000,000 for contracts of
$100,000 or less; or, Minimum aggregate policy year limit of$2,000,000
for contracts in excess of$100,000.
3. Commercial Automobile Liability Insurance(Including owned,non-owned and hired vehicles
coverage's).
a. Minimum combined single limit of$500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided,minimum limits are $300,000 per person, $500,000 per
occurrence for bodily injury and$100,000 per occurrence for property damage.
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.
Page 13 of 14
•
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.
CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager available Monday
through Friday from 8:00 a.m. to 5:00 p.m. so that the City will be able to contact the contractor.
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