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P.R. NO. 25149 CONTRACT AWARDING SIGNAL SECURITY OF SETX FOR SECURITY GUARD SERVICES AT CITY HALL AND THE ANNEX BUILDING.
City of rt rth u ^ Terns www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: September 21, 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. 25149—Awarding a Contract to Signal Security of SETX for Security Guard Services at City Hall and the Annex Building Introduction: The intent of this agenda item is to seek the City Council's authorization for the City Manager to enter into a contract with Signal Security of SETX of Port Arthur, Texas, for the projected amount of$134,833.50 for security guard services at City Hall and the Annex Building. Background: The Purchasing Division advertised for bidders, and received thirteen (13) proposals. The proposal submitted by Signal Security of SETX of Port Arthur,Texas,received the highest rating by the committee. Budget Impact: Funding for the security guard services, totaling $134,833.50, is available in the Facilities Maintenance Other Contractual Service Account, account number 001-21-059-5470-00-70-000. Recommendation: "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 It is recommended that the City Council approve P.R. 25149 authorizing the City Manager to execute a contract with Signal Security of SETX of Port Arthur, Texas, for the projected amount of$134,833.50. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.No.25149 09/21/2026 JD Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE-YEAR CONTRACT WITH SIGNAL SECURITY OF SETX OF PORT ARTHUR,TEXAS FOR SECURITY GUARD SERVICES FOR CITY HALL AND THE ANNEX FOR THE TOTAL PROJECTED BUDGETARY IMPACT OF $134,833.50. FUNDING IS AVAILABLE IN THE FACILITIES MAINTENANCE OTHER CONTRACTUAL SERVICE ACCOUNT,001-21- 059-5470-00-70-000. WHEREAS, security guard services are needed at City Hall and the Annex to secure, monitor, and safeguard facilities and equipment; and, WHEREAS, the Purchasing Division issued an Invitation to Bid for proposals to provide security guard services in the Port Arthur News on September 5 and 12, 2026, see Exhibit A; and, WHEREAS, thirteen (13) proposals were received with Signal Security of SETX of Port Arthur,Texas,ranking the highest as delineated in the evaluation totals attached hereto as Exhibit B; and, WHEREAS, the City will employ the services of two (2) security guards for City Hall and the Annex at$28.50 per guard per hour with an overtime rate of$42.75 per guard per hour; and, WHEREAS,the Public Works Department recommends awarding a one-year contract with an option to renew for two (2) additional one-year periods; and, WHEREAS,the total projected budgetary impact is $134,833.50. 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, P.R.No.25149 09/21/2026 JD Page 2 of 3 THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute on behalf of the City of Port Arthur a contract between the City of Port Arthur and Signal Security of SETX of Port Arthur,Texas,for the projected contract price of$134,833.50 as denoted in Exhibit C; and, THAT, funding for the proposed project is available in the Facilities Maintenance Other Contractual Service Account, number 001-21-059-5470-00-70-000; 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 AD, 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 P.R.No.25149 09/21/2026 JD Page 3 of 3 APPROVED AS TO FORM: Roxann Pais Cotroneo, Esq., City Attorney APPROVED FOR ADMINISTRATION: aw,c I •f 40,c) Ronald Burton, CPM, City Manager Jessie Dehn, P.E., Director of Public Works APPROVED AS TO THE AVAILABILITY OF FUNDS: No 41 Clifton E. Williams, Jr., CPPB, Purchasing Manager • (1( L a oswell, ICM -CM, , Director of Finance P. R. 25149 Exhibit A CITY OF PORT ARTHUR Invitation to Bid Security Guard Services at City Hall September 5, 2026 September 12, 2026 l bli lri Public Notices _..__. _ PUBLIC NOTICE PUBLIC NOTICE CITY OF PORT ARTHUR, CITY OF PE RTTS ARTHUR, TEXAS ADVERTISEMENT FOR ADVERTISEMENT FOR PROPOSALS PROPOSALS Notice is hereby given that Notice is hereby given that sealed proposals, addressed to sealed proposals, addressed to the City of Port Arthur, will be the City of Port Arthur, will be received at the Office of the City received at the Office of the City Secretary, City Hall 444 4th Secretary, City Hall 444 4th Street or P. O. Box 1089, Port Street or P. O. Box 1089. Port Arthur, Texas 77641 no later Arthur, Texas 77641 no later than 3:00 P.M., Wednesday, i than 3:00 P.M., Wednesday, g tember 23, 2026 and all September 23, 2026 and all bids received will thereafter be bids received will thereafter be opened and read aloud at 3:15 opened and read aloud at 3:15 P M. on Wednesday, P.M., on Wednesday, September 23,2026 in the City September 23,2026 in the City Council Chambers, 5th Floor, Council Chambers, 5th Floor, City Hall, Port Arthur.Texas for City Hall, Port Arthur,Texas for certain services briefly certain services briefly described as: described as: SECURITY GUARD SECURSERVICES CITY HALL TY GUARD SERVICES AT CITY HALL Bids received after the deadline Bids received after the deadline stated above, of regardless stated above, regardless of 9 method of delivery, will not be method of delivery, will not be considered and returned considered and returned unopened. unopened. Copies of the Specifications and Copies of the Specifications and other Contract Documents are i ,, other Contract Documents are on file in the Purchasing O on file in the Purchasing Office, Office, 444 4th Street, City of Port 444 4th Street, City of Port• Arthur, and are open for public Arthur, and are open for public inspection without charge.They inspection without charge.They can also be retrieved from the can also be retrieved from the website at City's website at City's .portarthurtx.govlblds.aspx www.portarthurtxchaseids.aspx or www.pubiicpurchase.com. or www.publicpurchase.com. The City of Port Arthur The City of Port Arthur reserves the right to reject any and ail bids and to waive informalities, Per 2 Article VI Sec. 2-Chapter reserves the right to reject P an and ail bids and to waive 262(C) of the City's Code of inrmalities. Ordinance,the City Council shall Perfo 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. Clifton Williams Purchasing Manager Port Arthur News: Sept.5 and 12,2026 PROPOSAUGUARD P. R. 25149 Exhibit B z > - / - Z. t \ . 2• z k ,t ft ) 2 ( ft / Q & / ƒ ( k •' % G z * _ ■• :. F ) - \ ; 2 $ _ a « 2 p E k w § t + / a t \ � ƒ » _ C) : \ % a. 2 \ k \ "Z 6 \ { \ 7 \ f \ } K ® ` a @ 0 } § \ \ \ \ } ) J ; \ \ \ \ \ \ = et ! § a ` � t % % / \ � � � { \ " `rn �„ ) 6 /� ��� � ) \ ; _ / �� / $ t \ .:— L.) q 2 2 { \ @ 7 ) $ . E \ ƒ \ 22 , % El ) @, ,; / 3 3 _ { 2 & - / -Va 2 } $ ¥ \ - \ v } 2 % } \ . / / - s q ' / N, o - ƒ / \ ¢ ` e ` \ _ \ � / 77 i . 2• M Z. 2 CO ' 'cre 2 2 2 k 4 y » t ƒ 2 _ \ \ s \ § ^ \ / \ $ \ 0 . = + » \ • \ � % ( 2 t 9 \ ( 4 ( j ± ® w & ® & \ ]. [ \ z o _ \ \ 2 / / ; t - Qk : } 9 ) q5 7 § - \ 2 & \ § § @ \ _ ® 2 : - . : , > y { z » / »f \ � % © , \ 2 P. R. 25149 Exhibit C CONTRACT FOR SECURITY GUARD SERVICES FOR CITY HALL & CITY HALL ANNEX 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 Signal Security of SETX a(n)Texas corporation herein acting by and through Tiba Brown,Chief Development& Operations Officer,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 Agreement shall be for one year from the date on the Notice to Proceed, with an option to renew for two (2) additional one (1) year periods, unless sooner terminated under the provisions hereof. The City can terminate this contract at its convenience, which includes, but is not limited to, funding not being available in any budget cycle with thirty(30)days written notice. 2. The Contractor will provide security guard services as delineated in the scope of services. 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 for the unit prices shown in the original bid attached hereto. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bids c) Addenda d) General Information e) Specifications 0 Bid g) Notice of Award 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. C-1 8. 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. Signed on the day of 2026 ATTEST CITY OF PORT ARTHUR BY CITY SECRETARY Signed on the day of 2026 ATTEST SIGNAL SECURITY OF SETX, CONTRACTOR BY CITY SECRETARY C-2 /fJJ CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM THOMAS KINLAW,III a or)? CITY MANAGER City of MAYOR PRO TEM �\ I1'1 l' ' I CHRISTE WHITLEY NED,TRMC COUNCIL MEMBERS: CITY SECRETARY TAYLOR L.GETWOOD o r 1 r t it u r CAL J.JONES ROXANN PAIS COTRONEO WARREN PENA Te me CITY ATTORNEY KAALA JACOBS DONALD FRANK,SR. September 15, 2026 REQUEST FOR PROPOSAL SECURITY GUARD SERVICES AT CITY HALL & ANNEX DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m.,Central Standard Time, Wednesday, September 23, 2026 (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, September 23,2026 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however,only the names of proposers will be read aloud. MARK ENVELOPE: P25-056 DELIVERY ADDRESS:Please submit one(1)original and three(3)exact duplicate copies and USB of your RFP 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 Request for Proposal should be directed in writing to: City of Port Arthur, TX Clifton Williams, Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 clifton.williams@portarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 1089 1 444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for your convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL PROPOSALS 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 RFP submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted. Clifton Williams Purchasing Manager Page 2 of 23 REQUESTS FOR PROPOSALS SECURITY GUARD SERVICES CITY HALL & ANNEX (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 23 • CITY OF PORT ARTHUR, TEXAS SPECIFICATIONS FOR SECURITY GUARD SERVICES It is the intent of these specifications to describe services for armed Security. Successful bidder shall be responsible for securing, monitoring, and safeguarding City Hall & Annex facilities and equipment. It is neither the purpose nor the intent to alienate any prospective bidder within the following descriptions: Workdays and Hourly Schedule: Weekdays Monday - Friday: 8:00 a.m.to 5:00 p.m. City Hall will be closed for the following holidays. 1. New Year's Day 2. Martin Luther King Day 3. Good Friday 4. Memorial Day 5. Independence Day 6. Labor Day 7. Veteran's Day 8. Thanksgiving Day 9. Day after Thanksgiving 10. Christmas(2 Days) Guard Qualifications: 1. The Contractor shall assure that all Guards meet the following qualifications. Any Guard found not meeting the following qualification requirements shall be replaced within 24 hours upon the direction of authorized agency personnel. 2. Guard Supervisors shall have been employed by the Contractor for a minimum of six months. 3. The Guard shall possess a high school/equivalency diploma or two years of full time experience as a guard. 4. The Guard shall be at least 18 years of age. 5. The Guard must be capable of performing the following functions within the context of the English language: a. Reading and understanding all regulations,written orders, instructions, and material necessary to satisfactorily perform the required security functions, b. Effective written communication in order to compose and maintain, for example, written reports and records that will convey complete information, c. Must have Effective verbal communication to express ideas, and be understood. d. Must be United States citizens or aliens properly registered with the U.S. Immigration and Naturalization Service. e. The Guard shall not have been convicted of a felony or other criminal offense which in the Department's sole determination would inhibit the Guard's ability to perform his/her duties in a reliable,competent and trustworthy manner in accordance with the contract terms and conditions. f. The Guard must always keep alert, observing everything in sight or hearing. g. All guards must possess a valid Texas driver's license. Page 4 of 23 h. Must be registered with the Texas State Board of Private Investigators and Security Agency and have in their possession while on duty, an approved registration card. i. Guards must possess ability to face situations firmly, fortuitously,tactfully and with respect for the right of others. j. Be able to perform the essential functions of the job to include but not limited to walking, running, climbing, etc. k. All injuries,no matter how slight, must be reported. 1. Security officers will not accept gratuities from anyone, for any purpose. Uniform and appearance: 1. Guards must be armed. 2. The Contractor shall supply all uniforms at its own cost and expense. All uniforms shall be matching and shall include, uniform trouser, belt, and uniform shirt with badge identifying the contractor's company,a jacket- if worn- identifying same,black shoes,polished and in good repair, and name tag. 3. The Contractor shall ensure that uniforms are maintained in a clean,well pressed and in good repair. 4. The Contractor must assure that Guards adhere to the highest grooming standards hair shall be neatly trimmed and worn away from face. Mustache and beard, if worn, shall be neatly maintained. Responsibilities: 1. One Guard will be located at the desk in City Hall Lobby. The other guard will be located at a desk in City Hall Annex Lobby. 2. Guard in City Hall Annex Lobby will keep an orderly line for citizens paying bills. 3. During Covid pandemic, guard will only allow City personnel, USPS, items delivered for City personnel,any authorize person by the City.When citizens arrive,the guard will contact the appropriate person before allowing them to office. 4. Hours at the desk is Monday—Friday from 8:00 am to 5:00 pm. Guard must be at the desk during these hours. 5. Guard may be responsible for staying at night for night council meetings which is once a month. Special meets may be called in addition to that. A day council meeting is also once a month. 6. The guard shall assure that timesheets and security log books are completed properly and in a legible manner and deliver upon request within 48 hours to security supervisor. 7. The Guard will call appropriate law Enforcement officials immediately in the event of a crisis situation. 8. The contractor will secure at his own expense all personnel required in performing the work under this contract. Such personnel shall not be employees of or have any contractual relationship with the City. 9. Guard must be present seamlessly from 8:00 am — 5:00 pm. The Overtime cost will be for the extra hour. Insurance: 1. Contractor must comply with the City's insurance requirements. Terms of Contract: 1. This Contract will terminate approximately one (1) year from date of execution with the option to renew for two (2)additional one (1)year periods. Page 5 of 23 Compliance with Laws: 1. The contractor shall comply with applicable laws, ordinances, rules, orders, regulations and codes of federal, state and local governments relating to performance of work here in at no additional expenses to City during the terms of this contract. 2. The Contractor shall adhere to the rules of The General Qualifications for License, Certificate of Registration, or Security Officer Commission and must be properly licensed and registered to perform Security Services within the State of Texas. Personnel: 1. The contractor will secure at his own expense all personnel required in performing the work under this contract. Such personnel shall not be employees of or have any contractual relationship with the City. 2. All personnel engaged in the work shall be physically and mentally qualified for type of service to be provided,be of good character,and shall be authorized or permitted under state and local law to perform such services. 3. None of the work covered by this Contract shall be subcontracted without the prior written approval of the City 4. All personnel assigned will be dressed in identifiable company uniform with name tag. Appearance of security officer should be neat and clean. 5. All personnel shall be armed 6. All work performed by employees of the contractor shall be performed with the utmost regard for safety of the individuals performing work, city personnel,the public at large and in a manner not posing any risks to persons or property. Page 6 of 23 The City of Port Arthur requires comprehensive responses to every section within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. To facilitate the review of the responses, Firms shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the intent to constrain proposers with regard to content, but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages of the proposal must be numbered and the proposal must contain an organized, paginated table of contents corresponding to the sections and pages of the proposal. EVALUATION CRITERIA: The Proposer shall provide the following information: ABILITY TO PROVIDE THIS SERVICE: 1. Proposer's experience in Security Service for City of Port Arthur,other governmental entities, or other clients. Proposer should indicate the number of years of experience the firm has in performing Security Service with businesses of comparable size to the City of Port Arthur. 2. State experience of employees that will work at this location. 3. State hours in advance needed if security service is needed outside of the regular hours stated. 4. State any additional relevant information for evaluation. REFERENCES: Include three (3) business references for which similar services have been provided. Include the following: 1. The period for which you have provided this service; 2. A brief description of the scope of work; and 3. Contact name,title, address, and telephone number. The Proposer hereby authorizes and requests any person,firm,corporation and/or government entity to furnish any information requested by the City in verification of the references provided and for determining the quality and timeliness of providing the services. PRICING: Labor rates, parts mark-up, and materials mark-up competitive with service and repairs typical for fire apparatus.See Appendix A Page 7 of 23 SELECTION PROCESS: All applications will be screened by an evaluation committee and those applicants selected for a short list may be invited to attend an interview, at the applicant's own expense. The City shall not incur any costs for applicant preparation and/or submittal of qualifications. The City will evaluate all responses based on the qualifications, past performance and project approach. The City reserves the right to negotiate the final fee prior to recommending any business for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100 point scale and shall be based on the following criteria: a. Experience ... 60 pts b. References 15 pts c. Pricing 25 pts 2. City staff shall recommend the most qualified business to the City Council and request authority to enter into a contract. 3. When services and fees are agreed upon,the selected business shall be offered a contract subject to City Council approval. 4. Should negotiations be unsuccessful,the City shall enter into negotiations with the next, highest ranked business. The process shall continue until an agreement is reached with a qualified business. 5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s)shall pay their own costs incurred in preparing for,traveling to and attending interviews. Page 8 of 23 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. Excluding Federal Funds 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.ethics.state.tx.us/filinginfo/conflict forms.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 Page 9 of 23 176 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: Public employees must discharge their duties impartially so as to assure fair,competitive access to governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a manner as to foster public confidence in the integrity of the City of Port Arthur's procurement organization. Any employee that makes purchases for the City is an agent of the City and is required to follow the City's Code of Ethics. 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. Page 10 of 23 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.: Public Works, 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 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 Page 11 of 23 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. 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. Page 12 of 23 INSURANCE:All insurance must be written by an insurer licensed to conduct business in the State of Texas,unless otherwise permitted by Owner.The Contractor 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. 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. Page 13 of 23 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. Page 14 of 23 APPENDICES Please include Appendix A- D when submitting proposal documents. Page 15 of 23 APPENDIX A CITY OF PORT ARTHUR,TEXAS BID SHEET BID FOR: Security Guard Services for City Hall&Annex BID DUE DATE: September 23,2026 DESCRIPTION COST PER HOUR 1. Security Guard Services at City Hall S 2. Security Guard Services at Annex S fi 3. Overtime Pay Sianal ,(5e R, ///5e llmo� - e COMPANY AME�� STREET ADDRESS ewSao SI ATURE ER P.O. BOX l bk #-47---i-hur- T 77(oVZ PRINT OR TYPE NAME CIT STATE ZIP bey Aer (_:0 ) 52(a //& TITLE AliZEA CODE TELEPHONE NO tor&ieath s, eean ( 2) i71 229 ? EMAIL FAX NO. Page 16 of 23 APPENDIX B LETTER OF INTEREST RFP— Security Guard Service at City Hall & Annex Deadline: September 23, 2026 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City) for Security Guard Services at City Hall & Annex. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following: ❖ Bid Sheet ❖ Completed RFP Letter of Interest Form ❖ Completed Affidavit ❖ Completed Conflict of Interest Form ❖ Non Collusion Affidavit ❖ SB 252 ❖ House Bill 89 Finn understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Finn agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Finn accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. s Si ��' 5PPanJ /� Zoe Fir ✓ Date N,WDear F4a3a-gce - TitleAuthorize ' nature Tha hkiilk_ ( 9) o —" 3 Name(please print) Telephone .1b1/Wit 7&tili it Cd. Ca/1 Email Page 17 of 23 1 APPENDIX C 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: I/ 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. pi .01 foilrifij lzo as Firm e Date Ops Aut orize S' ature Title -Tta frolio Neq) 6z( 0-3 Name (please print) Telephone -1-bouyi e -i-eam/*ci _ b1 Email I STATE: COUNTY: l 'Yl SUBSCRIBED AND SWORN to before me by the above named - I I ha 100)07 on this the I (.144i day of ` r'l'-V-.O e.32 , 20 7--tp . et QY P& ASHLEY N NORMAN Notary Public t o ►_��, Notary Public,State of Texas t f Nl�i�py Comm.Expires 01-03-2030 t 9fFOF ' Notary ID#131400143 -----RETVRI`eTlitS90111DAYIT AS PART OF THE BID PROPOSAL Page 18 of 23 APPENDIX D 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. OFFICE 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. J ❑ Check this box if you are filing an update t• :previo sly I-• •- stionnaire.(The law requires that you file an updated completed questionnaire with the appropri.e filing . hor y —er than the 7th business day after the date on which you became aware that the originally file. q estio-Hair..w,- ..•. -te or inaccurate.) J Name of local government officer about who th-- orma o i- • ing 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 ndor? II Yes No B. Is the vendor receiving or like to receive taxable income,other than investment income,from or at the direction of the local government officer o a family member of the officer AND the taxable income is not received from the local governmental entity? IiYes No J Describe each employment or business elationship 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. J flCheck this box if the vendor as given the local government officer or a family member of the officer one or more gifts as desc'bed in Section 1;6.003`a)(2 B, excluding gifts described in ) '�' i � ){ ) d Section 176AG3(a-1 . 2J 4/A-(016 Sig tune -hen r ing busi with the governmental entity Date Form provided Texas Ethics Commission www.ethics.state.tx.us Revised 11'30,2015 Page 19 of 23 r CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code may be found at http:/iwww.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)A vendor 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 11/30.2015 Page 20 of 23 APPENDIX E 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: d, bfJW Printed Name: )/1, Title: 7 1 J // er Company: . 59 na.1 ��,���•f l Date: 9/1(. /Z4� '' , 'S ,SUBSCRIBED and sworn to before me the undersigned authority by B,c,w) thetaC%f-tFf3 of, on behalf of said bidder. et-ohit.,(1-- ,� ������ Notary Public in and for the �,r r� ASHLEY N NORMAN i State of Texas f Notary Public,State of Texas! t` *� Comm.Expires 01-03-2030 i My commission expires:,jAil 31 a-tp '4-a" Notary ID#131400143 Page 21 of 23 APPENDIX F SB 252 CHAPTER 2252 CERTIFICATION I, !,✓�ea , the undersigned an representative of 5ipaJcSertht anY omp or Business Name) being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252,Section 2252.152 and Section 2252.153, certify that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. 1 further certify that should the above-named company enter into a contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran,Sudan or any Foreign Terrorist Organization, I will immediately notify the City of Port Arthur Purchasing Department. Name of Ctmpany Re.resentative (Print) Si r ature of Co mpan gepresentative Date ,//(i/M2 Page 22 of 23 APPENDIX G House Bill 89 Verification 6/0 i,(7 (Person name), the undersigned representative (hereafter referred to as "Representative") of SI) nal S C_Ntn f)aki707/1-- (company or business name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18)years of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following: 1. That Representative is authorized to execute this verification on behalf of Business Entity; 2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any contract that will be entered into between Business Entity and the City of Port Arthur; and 3. That Representative understands that the term "boycott Israel" is defined by Texas Government Code Section 2270.001 to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. /Z-4 SIGNATURE OF REPRESENTATIVE SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority, on this 141)- day of a , 207CF Litt.„ LA'A evury\ • Notary Public ASHLEY N NORMAN , °� Notary Public,State of Texas d›hii1 Comm.Expires 0143.2030 liec Notary IDS 131400143 Page 23 of 23