HomeMy WebLinkAboutP.R. NO. 25069 EXECUTE A ONE YEAR CONTRACT WITH CASH'S TIRE SERVICE FOR THE DISPOSAL OF SCRAP TIRES AND RIMS FOR THE PUBLIC WORKS-SOLID DIVISION. Citc of
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INTEROFFICE MEMORANDUM
Date: September 15, 2026
To: The Honorable Mayor and City Council
Through: Ronald Burton, CPM, City Manager
From: Jessie Dehn, P.E., Director of Public Works
RE: P.R.No.25069—Authorizing the City Manager to execute a one(1)year contract
with Cash's Tire Service of Huffman, Texas, for the disposal of scrap tires and
rims for the Public Works—Solid Division.
Introduction:
This agenda item requests City Council's approval to authorize the City Manager to execute a
one-year contract with Cash's Tire Recycling of Huffman, Texas, for the collection, removal,
transportation, and disposal of scrap tires and rims for the Public Works—Solid Waste—Trash
Division. The agreed unit price is $3,075.00 per trailer, with an estimated frequency of two (2)
pickups per month, for an estimated total of$73,800.00.
Background:
The City of Port Arthur has experienced a significant increase in the illegal dumping and
abandonment of whole scrap tires and rims throughout the City. The accumulation of these
materials poses environmental, public health, and safety concerns, including the potential for
mosquito breeding, attracting vermin, obstructing drainage systems, and adversely affecting the
cleanliness and appearance of the community.
The City, therefore, requires a reliable disposal service to facilitate the proper collection,
removal, transportation, and disposal of accumulated scrap tires and rims in accordance with
applicable federal, state, and local requirements, including applicable regulations of the Texas
Commission on Environmental Quality(TCEQ).
The Purchasing Department obtained two (2) quotes for the requested services from Travis Tire
Recycling,LLC,of Cleveland,Texas, and Cash's Tire Recycling of Huffinan,Texas.Following
evaluation of the submitted quotes and applicable specifications, Cash's Tire Recycling was
determined to have submitted the lowest quote meeting the City's requirements.
Budget Impact:
Funding is available in the Public Works — Solid Waste Trash Division Other Contractual
Service account, 403-50-305-5470-00-00-000. The agreed unit price is $3,075.00 per trailer,
with an estimated frequency of two(2)pickups per month, for an estimated total of$73,800.00.
"Remember,we are here to serve the Citizens of Port Arthur"
Recommendation:
Staff recommends that the City Council authorize the City Manager to execute a one-year
contract with Cash's Tire Recycling of Huffman, Texas, for the collection, removal,
transportation, and disposal of scrap tires and rims for the Public Works—Solid Waste—Trash
Division, in an estimated projected amount of$73,800.00, with funding available in Account
No. 403-50-3 05-5470-00-00-000.
PR 25069
09/15/2026 LLJ-tnr
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE A ONE-YEAR CONTRACT WITH CASH'S TIRE
RECYCLING OF HUFFMAN, TEXAS, FOR THE
COLLECTION, REMOVAL, TRANSPORTATION, AND
DISPOSAL OF SCRAP TIRES AND RIMS FOR THE PUBLIC
WORKS — SOLID WASTE — TRASH DIVISION, IN AN
ESTIMATED PROJECTED AMOUNT OF $73,800.00.
FUNDING IS AVAILABLE IN THE PUBLIC WORKS —
SOLID WASTE TRASH DIVISION OTHER CONTRACTUAL
SERVICE ACCOUNT, 403-50-305-5470-00-00-000.
WHEREAS, the City of Port Arthur has experienced a significant increase in the illegal
dumping and abandonment of whole scrap tires and rims throughout the City; and
WHEREAS, the accumulation of abandoned scrap tires and rims presents environmental,
public health, and safety concerns, including the potential for mosquito breeding and vermin,
obstruction of drainage systems, and adverse impacts on the cleanliness and appearance of the
community; and
WHEREAS, the City has a continuing need for the proper collection, handling,
transportation, and disposal of scrap tires and rims in accordance with applicable federal, state,
and local laws and regulations, including applicable requirements of the Texas Commission on
Environmental Quality("TCEQ"); and
WHEREAS, the City's Purchasing Department obtained two (2) quotes for the requested
services from Travis Tire Recycling, LLC, of Cleveland, Texas, and Cash's Tire Recycling of
Huffman, Texas, as more particularly described in Exhibit"A" attached hereto; and
WHEREAS, after evaluation of the submitted quotes and the applicable specifications,
Cash's Tire Recycling was determined to have submitted the lowest quote meeting the City's
requirements, at a unit cost of$3,075.00 per trailer,based upon an estimated frequency of two (2)
pickups per month; and
WHEREAS, under the proposed agreement, Cash's Tire Recycling will provide two (2)
enclosed containers at the southwestern perimeter of the Public Works Operations Center, with
one (1) container designated for scrap tires and one (1) container designated for tires with rims;
and
WHEREAS, City employees will load the containers, and the contractor will be notified
when a container is full. Upon notification, the contractor will remove the full container and
provide an empty replacement container within three(3) working days; and
WHEREAS, based upon the anticipated frequency of service, the estimated projected
expenditure for the one-year contract term is $73,800.00, subject to the actual quantity of services
requested and performed under the agreement; and
PR 25069
09/15/2026 LLJ-tnr
Page 2 of 3
WHEREAS, the City Council finds that authorizing the City Manager to execute the
proposed agreement is in the best interest of the City and will facilitate the proper and timely
removal and disposal of accumulated scrap tires and rims throughout the City.
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; and,
THAT, the City Council hereby authorizes the City Manager to execute, on behalf of the
City of Port Arthur, a one-year contract with Cash's Tire Recycling of Huffman, Texas, for the
collection, removal, transportation, and disposal of scrap tires and rims for the Public Works —
Solid Waste—Trash Division,in accordance with the terms,conditions, specifications, and pricing
set forth in the contract attached hereto as part of Exhibit"B".
THAT, funding for the services authorized herein is available in the Public Works—Solid
Waste—Trash Division Other Contractual Services Account No. 403-50-305-5470-00-00-000, in
the estimated projected amount of $73,800.00, subject to the availability and appropriation of
funds.
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED this the day of
, A.D. 2026, at a meeting 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 25069
09/15/2026 LLJ
Page 3 of 3
APPROVED AS TO FORM:
Roxann Pais Cotroneo, Esq.
City Attorney
APPROVED FOR ADMINISTRATION:
Ronald u on, CPM
City Ma ager
Jessie Dehn
P.E., Director of Public Works
APPROVED FOR AVAILABILITY OF FUNDS:
Clifton E. Williams, Jr., CP B
Purchasing nager
L a swell, IC - M,
Director of Finance
P.R. No. 25069
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P.R. No. 25069
CONTRACT FOR THE REPLACEMENT OF THE EXISTING FENCE AT THE
PUBLIC WORKS OPERATIONS CENTER PROPERTY
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 Cash's Tire Recycling of
Huffman,Texas,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 for one year from the date stated on the Notice to Proceed.
The City can terminate this contract at its convenience, which includes, but is not limited to,
funding not being available in any budget cycle within thirty(30) days' written notice.
2. The CONTRACTOR will perform work as stated in the Contract Documents.
3. 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.
4. The CONTRACTOR agrees to perform all the work described in the specifications and
contract documents and to comply with the terms therein at a unit cost of $3,075.00 per
trailer, for a total estimated projected amount not to exceed $73,800.00.
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) General Information
c) Specifications
d) Quote
e) Notice of Award
f) Notice to Proceed
6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors, and assigns.
7. 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 above written.
C- 1
Signed on the day of 2026
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2026
ATTEST CASH'S TIRE RECYCLING
BY
CITY SECRETARY
C- 2
BID NUMBER: Q26-006
REVISED
CITY OF PORT ARTHUR
4 QUOTE SHEET
City of k (Specifications are attached)
ort rthu
Date of Request: June 11, 2026
Department Requesting Quote: Public Works/Solid Waste
Services Needed: Hauling Scrap Tires
Quote Due Date& Time: Tuesday, June 16, 2026 by 4:00 P.M.
Delivery: Quotes are to be faxed to(409) 983-8291,
E-mailed to clifton.williams@portarthurtx.gov
Delivered to the Purchasing Div., 2'floor, City Hall.
Questions,Please contact: Clifton Williams, Purchasing Manager
Clifton.williams@portarthurtx.gov
ITEM UNIT COST
$2550 per 53'trailer all in for trucking and disposal
$125 extra for heavy equipment tires
Cost per Trailer for Tires $ $400 per month rent on trailer (if you would like to keep one
there)
Cost per Trailer for Tires with Rims $ Same as above
Cash's Tire Recycling CjAdt, ..„..111L-.
Company Name Signature
Cash Gilmer 713-419-1124
Printed Name Phone
1 Northwood Country Ln
Address Fax
Huffman, TX 77336 Cashstirerecycling@gmail.com
City, State,Zip E-mail
Clifton Williams,Purchasing Manger Date
Page 1 of 7
BID NUMBER: Q26-006
REVISED
City of Port Arthur
Public Works-Solid Waste Division
Specifications for Hauling of Scrap Tires
These specifications are applicable to and are an integral part of the product specifications. All vendors are seriously
encouraged to carefully read and study the following specifications. All specifications are considered minimum. No
bid will be considered if product does not meet minimum specifications. The proposed delivered cost must include
ALL items stipulated in these specifications,as well as all costs associated with production and delivery.
• No person has authority to verbally alter these specifications during the procurement process. Any changes to
specifications will be made in writing and sent to each person having a bid package.
• No payments will be released until all specifications have been met. No Exceptions.
• Contractor will leave a trailer. City employees will fill the trailer with old tires. Once trailer is full,the City will
contract contractor to pick up full trailer and leave an empty trailer. Contractor must pick up trailer within 3
working days.
• The contractor will perform this service between 9:00 a.m. and 3:00 p.m. on regular business days (Monday
through Friday). Delivery at other times must be requested three(3)days in advance. Trailer Location:
City of Port Arthur
Equipment Services
103 H.O. Mills Blvd.
Port Arthur,TX 77640
• Estimate two pickups per month.
• The Contract term is one(1)year.
• Tire sizes will be large and small,and City will mix sizes,so City wants the cost to haul off by trailer and not by
the size of tires.
• Containers must be minimum 50' and enclosed.
• Contractor will leave two containers at the location.One container will be for scrap tires, and one container with
tires and rims.
Page 2 of 7
BID NUMBER: Q26-006
REVISED
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: 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.
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.
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.
Page 3 of 7
BID NUMBER: Q26-006
REVISED
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
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.
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
Page 4 of 7
BID NUMBER: Q26-006
REVISED
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 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
Page 5 of 7
BID NUMBER: Q26-006
REVISED
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. 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.
2. 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.
Page 6 of 7
row-----minemontv
BID NUMBER: Q26-006
REVISED
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.
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.
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.
Page 7 of 7