HomeMy WebLinkAboutPR 17617: CONTRACT WITH TRIANGLE FIRE & SECURITY FOR INSTALLATION OF SECURITY CAMERA FOR OPERATIONS CENTERN P. R. 17617
03/19/13 aw
PUBLIC WORKS DEPARTMENT
COUNCIL ACTION MEMO
TO: Floyd T. Johnson, City Manager
FROM: Ross E. Blackketter, P.E., Director of Public Works
DATE: March 28, 2013
SUBJECT: P.R. 17617 — Security Cameras for the Operation Center
COMMENTS
RECOMMENDATION:
It is recommended that the City Council approve the purchase of a security camera system for
the Public Works Operations Center from Triangle Fire & Security of Beaumont, Texas in the
amount of $29,994.
BACKGROUND:
Currently the Operations Center has a security guard service that patrols the entire facility with
only one guard per shift. This leaves many areas exposed and unprotected. On Wednesday,
March 20, 2013, the Operations Center was burglarized. These security cameras would offer
protection in areas the security guards were not allowed access. Five quotes were received on
February 6, 2013 with Triangle Fire & Security of Beaumont, Texas being the lowest.
BUDGETARY/FISCAL EFFECT:
Funds are provided in account no. 001 - 1201 - 531.59.00
EMPLOYEE /STAFF EFFECT:
None.
SUMMARY:
It is recommended that the City Council approve the purchase of a security camera system for
the Public Works Operations Center from Triangle Fire & Security of Beaumont, Texas in the
amount of $29,994.
P. R. 17617
03/19/13 aw
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A CONTRACT WITH TRIANGLE FIRE &
SECURITY OF BEAUMONT, TEXAS FOR INSTALLATION OF A
SECURITY CAMERA SYSTEM FOR THE PUBLIC WORKS
OPERATIONS CENTER LOCATED AT 201 W. H. O. MILLS BLVD.
IN AN AMOUNT NOT TO EXCEED $29,994. FUNDS ARE
AVAILABLE IN ACCOUNT NO. 001-1201-531.59-00.
WHEREAS, five quotes were received and opened on February 6, 2013 for the security
camera system at the Public Works Operations Center; and,
WHEREAS, the City of Port Arthur received a quote from Triangle Fire & Security of
Beaumont, Texas in the amount of $29,994, as stated in Exhibit "A "; and,
WHEREAS, the time table for the installation of the security camera system at the
Public Works Operation Center will be approximately 30 days.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Council approves and authorizes the City Manager to enter into a
contract with Triangle Fire & Security of Beaumont, Texas, for installation of the security
camera system at the Public Works Operations Center in an amount not to exceed $29,994, in
substantially the same form as attached hereto as Exhibit "B "; and,
,I
P. R. 17617
03/19/13 aw
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.
2013 at a meeting of the City of Port Arthur, Texas by the following vote:
AYES: Mayor
Councilmembers:
Noes:
Deloris "Bobbie" Prince
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
// a-/ (9
Valecia Tizeno
City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
41 .404/ 1 /( 1
Floyd T. Johnson Deborah Echols, CPA
City anager Director of Finance
1 � � 1 /
Ross E. Blackketter, P.E. Shawna Tubbs, CPPO
Director of Public Works Purchasing Manager
EXHIBIT A
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EXHIBIT B
SECURITY CAMAERA CONTRACT
FOR THE OPERATIONS CENTER
THE STATE OF TEXAS:
COUNTY OF JEFFERSON:
This CONTRACT between the City of Port Arthur, a Municipal Corporation (hereinafter
called "CITY "), AND Triangle Fire & Security (hereinafter called "CONTRACTOR "), A
Business Corporation.
WITNESSETH:
1. TERM OF CONTRACT
The term of this Contract shall be for Forty -five (45) Calendar days from Notice to
Proceed.
2. CONTRACT DOCUMENTS
The Contract includes the following documents, copies being attached and incorporated
herein, to wit:
a). Notice to Bidders, issued January 18, 2013.
b). Proposal of Triangle Fire & Security dated February 6, 2013.
c). Specifications for Operations Center /Garage Video Security System in the Technical
Specifications Section.
3. COMPENSATION
CONTRACTOR agrees to perform all work described in the specifications and contract
documents and comply with the terms herein, for the sum of $29,994 (Twenty -nine
Thousand, Nine Hundred Ninety -four and 00 /100 Dollars).
CONTRACTOR shall invoice the CITY once the project is completed and be paid in full
within 30 days after receipt of a satisfactory invoice.
In the event a daily record is disputed by the CONTRACTOR or the CITY, the questioning
party shall within ten days receipt of said disputed record, provide a written notice to the
other party setting forth in detail each matter in dispute and the reason therefore. Promptly
after receipt of such written notice, a representative of the CONTRACTOR and the CITY
(each of whom shall be duly authorized to agree upon a final resolution of any such disputed
matters) shall meet and attempt to expeditiously resolve by mutual agreement all such
disputes. All daily records, which are not disputed pursuant to the foregoing procedure, shall
be deemed accepted as correct by the receiving party.
4. INSURANCE
CONTRACTOR shall provide all insurance as required by Section 4 of the Information To
Bidders.
5. INDEMNIFICATION
CONTRACTOR shall be responsible for the use and employment of reasonable skill and
care befitting the profession in performing the work required by this contract.
CONTRACTOR shall comply with the requirements of all applicable laws, rules, and
regulations, in connection with the services of CONTRACTOR and shall exonerate,
indemnify and hold harmless the CITY, its officers, agents and all employees from any and
all liability, loss or damage arising out of noncompliance with such laws, rules and
regulations; without limitation. CONTRACTOR shall assume full responsibility for payment
to Federal, State and Local or contributions imposed or required under the Social Security
Worker's Compensation, and Income Tax Laws with respect to CONTRACTOR'S
employees. Further, CONTRACTOR shall exonerate, indemnify and hold harmless the
CITY, its officers, agents and all employees from any and all liability, loss, damages,
expenses, or claims arising out of the negligence of CONTRACTOR its officers, agents and
employees in connection with any of the work performed or to be performed under this
Contract by CONTRACTOR or as a result of CONTRACTOR'S failure to use and employ
reasonable skill and care befitting the profession in accordance with Paragraph 7 hereof.
Further, CONTRACTOR shall exonerate, indemnify and hold harmless the CITY, its
officers, agents, and all employees from any and all liability, loss damages, expenses or
claims for infringement of any copyright of patent arising out of the use of any plans, design,
drawings, or specifications furnished by CONTRACTOR in the performance of this
Contract.
6. SUPERVISION
CONTRACTOR shall supervise its employees to such a degree to ensure that they are
performing the required services in accordance with these specifications and are not derelict
in their duties. The CITY will, from time to time, make spot checks of the service being
provided and will report any deficiencies to the CONTRACTOR. Repeated failure to live up
to all terms and conditions set out herein may result in termination of the Contract.
7. PERSONNEL
A. 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.
B. None of the work covered by the Contract shall be subcontracted without the prior
written approval of the CITY.
8. CHANGES
The CITY may, from time to time, request changes in the scope of the services of the
CONTRACTOR to be performed hereunder. Such changes, including any increase or
decrease in the amount of the CONTRACTOR'S compensation or extra work, which have
mutually agreed upon by and between the CITY and CONTRACTOR, shall be incorporated
in written amendments to the Contract.
9. FORCE MAJEURE
"Force Majeure" shall mean acts of God, strikes, lockouts or other industrial disturbances,
acts of the public enemy, laws, rules, regulations or orders of any applicable court or
governmental authority, insurrections, riots, epidemics, landslides, lightning, earthquakes,
fires, hurricanes, storms, floods, washouts, restrain of government and people, civil
disturbances, explosions, unavoidable breakage or accidents to machinery, equipment or
plants, and any other events which, whether similar to those enumerated or otherwise, are not
reasonably within the control of the part affected. In the event either party is rendered
unable, wholly or in part by Force Majeure to carry out its obligations under this Contract,
then the obligations of such party, to the extent effected by such Force Majeure and to the
extent that due diligence is being used to resume performance at the earliest practical time,
shall be suspended during the continuance of any inability so caused to the extent provided
but for no longer period. Any time that a party intends to rely on Force Majeure to suspend
obligations as provided in Section 7.1, such party shall notify the other party as soon as
reasonably possible, setting forth the particulars of the situation. Notice shall then be given
when the effect of the Force Majeure event has ceased.
10. TERMINATION OF CONTRACT FOR CAUSE
If, through any cause, the CONTRACTOR shall fail to fulfill in timely and proper manner
his obligation 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 five (5) 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.
11. TERMINATION FOR CONVENIENCE OF THE CITY
The CITY may terminate this Contract at any time by 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 time provided and expenses incurred up to
the termination date.
12. ADDRESSES AND NOTICE
Unless otherwise provided in this Contract, any communication, request, reply, advice or
other notice herein provided or permitted to be given, made or accepted by either party to the
other, must be in writing and may be given or be served by depositing the same with the
United States Postal Service postpaid and registered or certified and addressed to the party to
be notified, with return receipt requested, or by delivering the same to an officer or official of
such party, or by prepaid telegram, addressed to the party to be notified. For purposes of
notice, the addresses of the parties shall be:
If to the CITY:
Ross E. Blackketter, P. E.
Director of Public Works
City of Port Arthur
P.O. Box 1089
Port Arthur, Texas 77641 -1089
If to the CONTRACTOR:
Triangle Fire & Security
Attn: David Huber
5955 Caswell Rd., Suite F
Beaumont, TX 77708
The parties may at any time change their respective addresses by at least fifteen (15) days
written notice to the other party. Routine operational communications need not be
communicated in writing but may be exchanged verbally between the designated supervisory
personnel of the parties.
13. COMPLIANCE WITH LAWS
The CONTRACTOR shall comply with all applicable laws, ordinances, rules, order,
regulations and codes of federal, state and local governments relating to performance of work
herein, including those that became effective during the terms of the Contract, at no
additional expense to CITY during the term of this Contract, save and except for any
increases in personnel costs due to increases in Federal minimum wage, whereupon the
CONTRACTOR will notify the CITY of the additional cost to be due for the remainder of
the contract year and the commencing date of such increase cost to the CITY.
14. CIVIL RIGHTS ACT OF 1964
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.
The CONTRACTOR will carry out its work under this Contract in a manner which will
permit full compliance by the CITY with the Statute and the regulations adopted thereunder.
15. 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 side.
16. INTERPRETATION
This Contract and all terms and provisions hereof shall be liberally construed to effectuate
the purposes set forth herein and to sustain the validity of this Contract.
17. SEVERABILITY
The provisions of this Contract are severable, and if any word, phrase, clause, sentence,
paragraph, section or other part of this Contract of the application thereof to any person or
circumstance shall ever be held by any court or regulatory authority or competent jurisdiction
to be invalid or unconstitutional for any reasons, the remainder of this Contract and the
application of such word, phrase, clause, sentence, paragraph, section or other part of this
Contract to other persons or circumstances shall not be affected thereby, unless in the opinion
of the CONTRACTOR and CITY the purpose of this Contract are frustrated.
18. BINDING EFFECT
Each party represents and warrants to the other that this Contract is binding upon and
enforceable against such party.
19. ASSIGNABILITY
This Contract shall be binding upon and inure to the benefit of the parties hereto and their
successors and assigns and this Contract may be assignable by the CONTRACTOR upon
written notice to the CITY.
IN WITNESS WHEREOF the City of Port Arthur has caused this Contract to be
executed this day of , A.D., 20 .
THE CITY OF PORT ARTHUR
BY:
Floyd T. Johnson
City Manager
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
Valecia Tizeno
City Attorney
IN WITNESS WHEREOF Triangle Fire & Security has caused this Contract to be
executed this day of , A.D., 20
TRIANGLE FIRE & SECURITY
BY:
Signature
NAME:
TITLE:
ATTEST:
Secretary
Cliff Williams
From: Clifton Williams [cwilliams @portarthur.net]
Sent: Friday, January 18, 2013 5:08 PM
To: 'beaumont @patriotsecurityinc.com'; 'slee @patriotsecurityeoc.com'; 'vnewsome @vision-
security.com'; 'seanr9 @swbell.net; 'HENRY @EYEONSYSTEMS.COM'; 'vnewsome @vision -
security.com'; ' ALOVE @SOUTHWESTBUILDINGSYSTEMS.COM';
'LEE @ALLIEDELECTRICAL.COM'; 'ttsi @ttsi.cc'; 'info @prodefense.com';
' Brad .cates @redhawkindustries.com'; 'info @newagesecurityinc.com';
'brett @maverickinc.com'; ' protect @protectyourempire.com'; 'mdavis @alliedelectrical.com';
'd. lane @guardianforcesecurity.com'; 'jeremy @txfireinc.com';
' emurray @southwestbldgsystems.com'
Cc: 'agcsetx'
Subject: Security Camera For Operation Center Specs and Drawing
Attachments: Security Cameras at Operation Center.pdf; Security Camera For Operation Center.pdf
Clifton Williams
Senior Purchasing Assistant
City of Port Arthur
Phone: 409 - 983 -8161
Fax: 409 - 983 -8291
1
CITY OF PORT ARTHUR
car. of QUOTE SHEET
�� ��� (Specifications are attached)
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V o . 4t rth u
Texas
Date of Request: January 18, 2013
Department Requesting Quote: Public Works
Services Needed: Security Cameras for Operation Center
Quote Due Date & Time: Wednesday, January 30, 2013 by 3:00 P.M.
Mandatory Pre -Bid Date: Thursday, January 24, 2013 @ 2:00 P.M. @ Operation Center,
201 H. O. Mills Road, Port Arthur, TX 77640
Delivery: Quotes are to be faxed to (409) 983 -8291,
E- mailed to cwilliams @portarthur.net
Delivered to the Purchasing Div., 2 floor, City Hall.
Questions, Please contact: Clifton Williams, Sr. Purchasing Asst., (409) 983 -8160
Allison Walker, PW Administrative Asst., (409) 983 -8511
Total Cost $ Number of Days to Complete
Company Name Signature
Printed Name Phone
Address Fax
City, State, Zip E -mail
Shawna Tubbs, CPPO, CPPB, Purchasing Manager Date
1
Page 1 of 10
I
SPECIFICATIONS FOR
OPERATION CENTER/GARAGE VIDEO SECURITY SYSTEM
Camera System
The Operation Center and the Garage's camera system will consist of new fixed color cameras within and
around the center and garage. Camera type is a color Day/Night High- Resolution equipped with a
Premium Plus IR corrected, a spherical, varifocal lens. Cameras mounted outdoors will be inside a
camera enclosure equipped with a heater and blower. These cameras should provide visibility without
sufficient lighting.
The Operation Center will consist of new fixed indoor Dome Type cameras to monitor personnel access
doors near the time clock and the access door in the class room.
A 32 channel digital video recorder (DVR) with 4GB hard drive capacity will provide video recording,
archiving, with additional channels for future expansion of camera system. The DVR will be configured
to record on video motion thereby saving hard drive space and provide for 30 days of video storage.
The DVR will be located in the Server Room. System is to be configured to be viewed on
Administration's computer(s).
The Contractor should submit service hours for repairs and approximate response time.
Camera System Hardware Installation:
(Drawing Attached)
1. Install one (1) exterior bullet camera attached to building near Gate No. 3. (FOV position to view
Gate No. 3)
2. Install one (1) interior dome camera near entrance Class Room. (FOV position to view entire
room)
3. Install one (1) exterior bullet camera near Drainage office. (FOV position to view sidewalk)
4. Install one (1) interior bullet camera near Tool Room/Men's Restroom. (FOV positioned to view
the break room)
5. Install one (1) interior dome camera near time clock/double door entrance. (FOV position to view
the entrance doors)
6. Install one (1) exterior bullet camera near double door entrance. (FOV position to view sidewalk,
both directions)
7. Install one (1) exterior bullet camera near double door entrance. (FOV position to view sidewalk,
opposite direction of camera no. 6)
8. Install one (1) interior bullet camera near entrance for Tool Room. (FOV position to view entire
room)
Page 2 of 10
9. Install one (1) interior bullet camera near entrance for Streets bay area. (FOV position to view
entire room)
10. Install one (1) interior bullet camera near entrance for Parks bay area. (FOV position to view
entire room)
11. Install one (1) interior bullet camera near Server Room. (FOV position to view entrance to Server
Room)
12. Install one (1) interior bullet camera near Drainage bay area. (FOV position to view entire room)
13. Install one (1) exterior bullet camera at Gate No. 2. (FOV position to view Gate No. 2)
14. Install one (1) exterior bullet camera near Drainage bay area. (FOV position to view sidewalk)
15. Install one (1) exterior bullet camera on the farthest end of the Garage. (FOV position to view
Gate No. 2)
16. Install one (1) exterior bullet camera at Gate No. 1. (FOV position to view Gate No. 1)
17. Install one (1) exterior bullet camera on the Garage's storage building. (FOV position to view
activity at the garage)
18. Install one (1) exterior bullet camera at employee parking lot. (FOV position to view entire area)
19. Install (1) exterior bullet camera in the equipment parking lot on the pole. (FOV position to view
all Fleet). If contractors are unable to provide two cameras on the single pole the one camera will
be sufficient.
20. Install (1) exterior bullet camera in the equipment parking lot on the same pole as camera 19.
(FOV position to view all Fleet). If contractors are unable to provide two cameras on the single
pole the one camera will be sufficient.
21. Install two (2) exterior bullet cameras at wash rack. (FOV position to view both sides of vehicles
at rack)
System pricing includes equipment, installation and training on DVR system.
WARRANTY CLAUSE
1. The Manufacturer offers a minimum five (5) year warranty on the video surveillance system
includes all cameras, camera enclosures, lens, power supplies and camera mounts.
2. The Manufacturer offers a minimum one (1) year warranty on the digital recording of video
surveillance video which includes one 32 channel digital video recorder and monitor.
Page 3of10
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 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.
Firm Name Date
Authorized Signature Title
Name (please print) Telephone
Email
STATE:
COUNTY:
SUBSCRIBED AND SWORN to before me by the above named
on this the day of , 20
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 4 of 10
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491, 80"' Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship
as defined by Section 176.001 (1 -a) with a local governmental entity and the person 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 7 business
day after the date the person becomes aware of facts that require the statement to be filed. See Section 1.76.006, Local Government
Code.
A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this
section is a Class C misdemeanor.
1. Name of person who has a business relationship with local governmental entity.
2. 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
7 business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3. Name of a local government officer with whom filer has employment or business relationship.
Name of Officer
This section (item 3 including subparts A, B, C, & D) must be completed for each officer with whom the filer has an employment
or other business relationship as defined by Section 176.001 (1 -a), Local Government Code. Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment
income, from the filer of the questionnaire?
Yes 1 No
B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government
Officer serves as an officer or director, or holds an ownership of 10 percent or more?
Yes No
D. Describe each employment or business relationship with the local government officer named in this section.
4.
Signature of person doing business with the governmental entity Date
Page 5of10
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 6 of 10
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.: Public Works
Department 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 7 of 10
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 b
Y Y g Y Y Y
virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the
Page 8 of 10
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.
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 9 of 10
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.
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 10 of 10
CITY OF PORT ARTHUR, TEXAS
ort rth e L r ADDENDUM NO. ONE (1)
T ows
January 29, 2013
Bid Proposal For: Security Camera for Operation Center
The following clarifications, amendments, deletions, additions, revision and/or modifications are
made a part of the contract documents and change the original documents only in the manner and
to the extent hereinafter stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract
documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID -
PROVISIONS IN THE SUBMISSION OF THEIR BID.
Addendum as follows:
1. The Camera system will be an analog system
2. The DVR will be a 4TB hard drive capacity.
3. Delete camera #11
4. Contractors are responsible for the wiring not the City.
5. The poles by the parking lot are for the City of Port Arthur and Contractors can use the
power there.
6. Quotes are due on February 6, 2013 at 12:00 p.m.
If you have any questions, please contact the Purchasing Division at 409 - 983 -8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH
YOUR BID DOCUMENTS.
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
Signature of Proposer Date
CITY OF PORT ARTHUR
• f QUOTE SHEET
Cos of
: j (Specifications are attached)
ort rthur""
Texes
Date of Request: January 18, 2013
Department Requesting Quote: Public Works
Services Needed: Security Cameras for Operation Center
Quote Due Date & Time: Wednesday, January 30, 2013 by 3:00 P.M.
Mandatory Pre -Bid Date: Thursday, January 24, 2013 @ 2:00 P.M. @ Operation Center,
201 H. 0. Mills Road, Port Arthur, TX 77640
Delivery: Quotes are to be faxed to (409) 983 -8291,
E- mailed to cwilliams@portarthur.net
Delivered to the Purchasing Div., 2" floor, City Hall.
Questions, Please contact: Clifton Williams, Sr. Purchasing Asst., (409) 983 -8160
Allison Walker, PW Administrative Asst., (409) 983 -8511
Total Cost $ .29 990; mC ` Number of Days to Complete 4 o Da
7Z .A ,4 lie 14 Ra. .icfr rd / Li
Companyfilame / Signature
.7 AC 44) +so 9 - P‘O /
Printed Name Phone
Address Fax
• . I•r ezl7 1 51 7 770 of / •t v . j CP 71r, of e0 4 e r e fig
City, State, Zip E-mail
b L / 3
Shawna Tubbs, CPPO, CPPB, Purchasing Manager Date
•
Page 1 of 10
SINCE 1989
y; r Honeywell
Authorized Security Dealer
FIRE and SECURITY
Offers this CCTV
Proposal For
City of Port Arthur
Operations Center
201 H.O. Mills Road
Port Arthur, Texas 77642
Presented to:
Shawna Tubbs,CPPO, CPPB, Purchasing Manager
Presented by:
David Huber, General Manager
Main. (409) 860 -1616
Houston (713) 871 -0515
Lake Charles (337) 240 -9399
Fax. (409) 899 -2292
February 6, 2013
ALL INFORMATION & SPECIFICATIONS CONTAINED IN THIS PROPOSAL ARE THE CONFIDENTIAL &
PROPRIETARY INFORMATION & PROPERTY OF TRIANGLE COMPUTER AND TELEPHONOE CORPORATION. IT IS
NOT TO BE REPRODUCED OR DISSEMINATED TO ANY OTHER PARTY WITHOUT THE EXPRESS WRITTEN
CONSENT OF TRIANGLE COMPUTER AND TELEPHONE COPRORATTOIN . & IF REQUESTED, THIS PROPSAL MUST
BE RETURNED, IN ITS ENTIRETY, TO TRIANGLE COMPUTER AND TELEPHONE CORPORATION.
CITY OF PORT ARTHUR, TEXAS •
City of - ert rthrs� ADDENDUM NO. ONE (1)
Tugs
January 29, 2013
Bid Proposal For: Security Camera for Operation Center
The following clarifications, amendments, deletions, additions, revision and/or modifications are
made a part of the contract documents and change the original documents only in the manner and
to the extent hereinafter stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract
documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID -
PROVISIONS IN THE SUBMISSION OF THEIR BID.
Addendum as follows:
1. The Camera system will be an analog system
2. The DVR will be a 4TB hard drive capacity.
3. Delete camera #11
4. Contractors are responsible for the wiring not the City.
5. The poles by the parking lot are for the City of Port Arthur and Contractors can use the
power there.
6. Quotes are due on February 6, 2013 at 12:00 p.m.
If you have any questions, please contact the Purchasing Division at 409 -983 -8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH
YOUR BID DOCUMENTS.
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
c:1111m)/14L-- •›—O -3
Signature of Proposer DEe l
� 1ser �
1
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:
. tt 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.
^ Zooft+4. F i !a.. su/ts sk.\'1 2.16‘ V3 .
Firm Nagle Date
rCLA9 L ILF
Authorized Signature Title
Clr1 ,'rc.44 STRabi i139 860 ` t C I l
Name (please print) Telephone
hnirc.41 R .4.e. . ts• r .'
Email
MMY 5N
STATE: AS ° _ � Notary Public, St E a lTgN te of Texas
Commissio Expi res
COUNTY: PAW September 09, 2013
SUBSCRIBED AND SWORN to before me by the above named /4 J 'a/f .S7724966 a2 b
on this the G '( day of /R ,01AQf , 20�.
t- 111/XJar.t
Notary Pu lic
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 4 of 10
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with Local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491, 80 Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship
as defined by Section 176.001 (1 -a) with a local governmental entity and the person 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 7 business
day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government
Code.
A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this
section is a Class C misdemeanor.
1. Name of person who has a business relationship with local governmental entity.
N‘"
2. Check this box if you are filing an update to a previously filed questionnaire. 1v
(The law requires that ou file an updated completed questionnaire with the appropriate filing authority not than
Y
7` business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3. Name of a local government officer with whom filer has employment or business relationship.
Name of Officer
� 1
This section (item 3 including subparts A, B, C, & D) must be completed for each officer wi whom the filer has an employment
or other business relationship as defined by Section 176.001(1 -a), Local Government Code. Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment
income, from the filer ler + of the questionnaire? U
Yes No
B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
1 1 Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government
Officer serves as an officer or director, or holds an ownership of 10 percent or more?
Yes No
D. Describe each employment or business relationship with the local government officer named in this section.
4.
Signature of person doing business with the governmental entity Date
Page 5 of 10