HomeMy WebLinkAboutPR 17855: CONTRACT WITH MR. MIKE'S LAWN AND TREE SERVICE OF PORT ARTHUR P. R. #17855
09/6/2013/cs
RESOLUTION NO.
A RESOLUTION AWARDING A QUOTE AND AUTHORIZING THE EXECUTION OF A
MOWING CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND MR. MIKE'S
LAWN AND TREE SERVICE OF PORT ARTHUR, TEXAS, FOR MOWING VARIOUS
CITY PROPERTIES, PARKS AND RIGHT -OF -WAYS IN THE CITY DESIGNATED AS
GROUPS 2 AND 10, IN AN AMOUNT NOT TO EXCEED $1,320.00; PARKS DIVISION, FY
2013 -14 BUDGET ACCOUNT NO. 001- 1207 - 531.31 -00.
WHEREAS, on August 26, 2013 quotes were received from eight companies for mowing
services; and,
WHEREAS, the quotes have been evaluated by the City staff and the Purchasing
Manager; and,
WHEREAS, the bid tabulation is attached hereto and made a part hereof as Exhibit "A ";
and,
WHEREAS, Mr. Mike's Lawn and Tree Service was the lowest and most responsible
bidder for Groups 2 and 10; and,
WHEREAS, it is deemed in the best interest of the citizens of Port Arthur to award the
contract for Groups 2 and 10 to Mr. Mike Lawn and Tree Service.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PORT ARTHUR:
Section 1. That the facts and opinions of the preamble are true and correct.
Section 2. That the City Council of the City of Port Arthur hereby awards a mowing
contract, based on a mowing frequency as follows: October, November and December one (1)
cut, for a total of three (3) cuts, to for Mr. Mike's Lawn and Tree Service for Groups 2 and 10 in
the amount not to exceed $1,320.00.
P. R. #17855
09/6/2013/cs
Section 3. That the City Manager of the City of Port Arthur is hereby authorized to
execute on behalf of the City, a contract between the City of Port Arthur and Mr. Mike's Lawn
and Tree Service for an amount not to exceed $1,320.00 for mowing for the Parks Division on
various City property, parks and right -of -ways in the City of Port Arthur, Texas, in substantially
the same form as Exhibit "B ".
Section 4. That funding is or will be made available in the Parks & Recreation Division
FY 2013 -14 Budget Account No. 001 - 1207 - 531.31 -00.
Section 5. 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 , A.D.,
2013, at a Regular Meeting of the City Council of the City of Port Arthur, by the following vote:
AYES:
Mayor:
Councilmembers:
NOES:
Mayor
ATTEST:
City Secretary
P. R. #17855
09/6/2013/cs
APPROVED AS TO FORM:
City Atto
APPROVED FOR ADMINISTRATION:
City Manager
Director of Parks and Recreation
APPROVED AS TO AVAILABILITY OF FUNDS:
ALI
Director of Finance
4 4V/Zifidid ,
Purchasing Manager v
EXHIBIT "A"
CITY OF PORT ARTHUR TEXAS
�.:,,•; fj Bid Tabulation
t r»i� Mowing of Various City Properties, Parks and Right -of -Ways
True
Bid Opening Date: August 26, 2013
Names of Bidders
S.E. Texas Joey's Affordable Mr. Mike's
Lawn & Energy Wise DezTex Tractor Port Arthur Lawn & Lawn & Tree T & S Lawn
Item # UOM Description Maintenance Solutions Industrial Service Logistics Tractor Service Service
1 Cuts Group 2 $4,000 NO BID $975 NO BID $1,020 NO BID $260 $455
2 Cuts Group 3A $2,000 NO BID $3,760 NO BID $3,510 $2,350 NO BID $1,100
3 Cuts Group 3B $1,095 NO BID $2,250 NO BID $2,305 $1,930 NO BID NO BID
4 Cuts Group 6 $750 $2,000 $4,430 $1,500 $4,480 $995 NO BID NO BID
5 Cuts Group 10 $1,000 $425.00 $750 NO BID $775 $500 $180 $530
6 Cuts Group 11 S2,500 NO BID $250 $298 $300 NO BID NO BID NO BID
7 Cuts Group 12 $1,500 NO BID $650 $698 $5,050 NO BID NO BID NO BID
Addendum Yes No Yes Yes Yes Yes No Yes
Beaumont, Port Arthur, Port Arthur, Port Arthur, Port Arthur, Port Arthur, Port Arthur, Port Arthur,
Location Texas Texas TX TX Texas Texas Texas TX
e ? ��Y IPL (AO O ,p .��1,t'Q Ay August 27, 2013
oh Ianda Scypion- Go �eaux, Purchasing Assistant Date
Page 1 of 1
EXHIBIT "B"
CONTRACT FOR MOWING OF VARIOUS CITY PROPERTIES,
PARKS AND RIGHTS -OF -WAY IN GROUPS 2 AND 10 IN THE CITY OF PORT
ARTHUR
THIS AGREEMENT, made this day of , 2013,
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 doing business as Mr. Mike's
Lawn and Tree Service hereinafter called "CONTRACTOR ".
WITNESSED: That for and in consideration of the payment terms, conditions
and agreements set forth herein , OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from date of execution to December 31, 2013. The City
can terminate this contract at its convenience which includes, but is not limited to, funding
being available in any budget cycle with thirty (30) days written notice.
2. The Contractor will perform mowing of properties and Rights —of —Way in Group 2 for $260
per cut and Group 10 for $180 per cut as stated in the Contract Documents.
3. During the term of this Contract, the Contractor will furnish at his own expense all of
the materials, supplies, tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4 The CONTRACTOR agrees to perform all the work described in the specifications and
contract documents and to comply with the terms therein as follows: Group 2 for $260 per
cut and Group 10 for $ 180 per cut. The total costs for 3 cuts for each group will not exceed
$1,320.00.
5. The Contractor will commence the work required by the Contract Documents on or
before a date to be specified in the "Notice to Mow" and will mow the lots within
seven days unless the period for completion is extended otherwise by the contract
Documents.
6. The term "Contract Documents" means and includes the following:
1) Agreement
2) Advertisement for Bids
3) Addenda
4) General Information
5) Specification
6) Bid
7) Notice of Award
8) Notice to Proceed
7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors and assigns.
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 2013.
CITY OF PORT ARTHUR
Floyd T. Johnson, City Manager
Signed on the day of 2013.
CONTRACTOR
MR. MIKE'S LAWN AND TREE SERVICE
Michael Jacquet
DELORIS "BOBBIE" PRINCE, MAYOR / FLOYD T. JOHNSON
ROBERT E. "BOB" WILLIAMSON, MAYOR PRO TEM \ 1, . CITY MANAGER
COUNCIL MEMBERS: City of , e c i ` SHERRI BELLARD
rd. CITY SECRETARY
RAYMOND SCOTT, JR. /
/
ELIZABETH SEGLER
MORRIS ALBRIGHT, III T �. � �'-- VAL TIZENO
ROBERT TROY CITY ATTORNEY
WILLIE "BAE" LEWIS, JR. pews
DERRICK FREEMAN
KERRY "TWIN" THOMAS
AUGUST 22, 2013
INVITATION TO BID
Mowing of Various City Properties, Parks and Rights -of -Way
DEADLINE: Sealed Bid submittals must be received and time stamped by 11:00 a.m., Central
Standard Time, Monday, August 26, 2013. (The clock located in the Purchasing office will be the
official time.)
DELIVERY ADDRESS: Please submit one (1) original by fax or e -mail of your bid to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
PURCHASING DEPARTMENT or PURCHASING DEPARTMENT
P.O. BOX 1089 444 4TH STREET, 2ND Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Invitation to Bid and Scope of Work should be directed in writing to:
City of Port Arthur, TX
Yolanda Scypion - Goudeaux, Purchasing Assistant
P.O. Box 1089
Port Arthur, TX 77641
Yolanda
Page 1 of 19
The enclosed INVITATION TO BID (ITB) and accompanying GENERAL INSTRUCTIONS,
CONDITIONS SPECIFICATIONS, are for your convenience in submitting bids for the enclosed
referenced services for the City of Port Arthur.
Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in
a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope.
ALL BIDS MUST BE RECEIVED IN THE PURCHASING OFFICE BEFORE OPENING DATE
AND TIME. It is the sole responsibility of the firm to ensure that the sealed ITB submittal arrives at
the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or
electronically transmitted ITB submittals will not be accepted.
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
Page 2 of 19
MANDATORY
PRE -BID CONFERENCE
A Mandatory Pre - Bid Conference between Representatives of the City of Port Arthur, Texas and
prospective bidders for Mowing of Various City Properties, Parks and Rights -of -Ways will be held
on Friday, August 23, 2013 at 10:00 a.m. on the Fifth floor conference room of City Hall located
at 444 4 Street, Port Arthur, Texas.
The purpose of the Mandatory Pre -Bid Conference is to make certain that the scope of work is fully
understood, to answer any questions, to clarify the intent of the Contract Documents, and to resolve
any problems that may affect the project construction. No addendum will be issued at this meeting, but
subsequent thereto, the Purchasing Manager, if necessary, will issue an addendum(s) to clarify the
intent of the Contract Documents.
Bids received from firms or individuals not listed on the roll of attendees of the Mandatory Pre -Bid
Conference will be rejected and returned unopened to the bidder.
•
Page 3 of 19
INVITATION TO BID
Mowing of Various City Properties, Parks and Rights -of -Way
(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 4 of 19
SPECIFICATIONS FOR GRASS MOWING OF VARIOUS CITY PROPERTIES
PARKS AND RIGHTS -OF -WAY IN THE CITY OF PORT ARTHUR
1. SCOPE OF WORK
1.1 These specifications concern the mowing of grass, weeds and uncultured plants on
various City properties, parks, and rights -of -way in the City, for mowing of property
groups as noted in bid specifications. The contractor shall furnish all supervision, labor,
materials, machinery, tools, equipment, fuel, and service, to perform and complete all
work in an efficient and workman -like manner as specified in the following.
2. WORK ASSIGNMENT
2.1 The Contractor will be given a schedule as to what week each area will be cut. Failure
to contact City's representative as laid out in these specifications may result in the
termination of this contract. Assignment shall begin within 48 hours as to the agreed
upon date and completed within 24 hours of start. Time extension may be granted due
to inclement weather or other act of nature only when contractor request for such
extension is submitted to the City's representative. The Schedule will have a start time
and a cut -off time, all invoices will be due the last week of mowing.
3. MOWING SPECIFICATIONS
3.1 Each area shall be clean cut to a height of two (2) inches using either a flail or a reel
mower of sufficient size, and as approved by City's representative, with due
consideration given to proven past performance of the equipment on similar work to
complete the task.
3.2 The area will be cleared of litter and debris prior to any mowing and all cuttings and
clippings disposed of in a proper manner at the time maintenance is performed.
3.3 Ruts caused by contractor's equipment shall be filled at contractor's expense.
3.4 Limits of mowing are defined as the property lines of park rights -of -way 8 -10 feet off
pavement. Corners at intersections will be mowed at a 45 degree angle to the
intersection for a clear field of vision.
3.5 Ditches shall be cut with slope mower to avoid rutting or by other mean approved by
City's representative.
3.6 Along some Rights -of -Way it should be noted that they are maintained by citizens in
some areas.
3.7 Please DO NOT cut park areas with bat wings.
3.8 Please DO NOT cut park areas with large tractors
3.9 Contractors will be responsible for damages to any playground equipment /street signs,
etc. Contractor is responsible for reporting damaged property immediately to the Parks
department.
3.10 The contractor will be subject to liquidated damages of $25.00 per day for each group
and right -of -way that is not mowed within the required time.
Page 5 of 19
4. MONOFILAMENT TRIMMING
4.1 Contractor shall neatly trim (cut and /or using a weed - eater), along sidewalks, curbs,
abutting fences. Trim around poles, signs, park apparatus, tables and structures, etc. to a
radius of three (3) feet.
4.2 Contractor shall collect and dispose of clippings. No grass clippings shall be placed or
blown into the City's Drainage Culverts or in the streets.
4.3 Frequency of trimming shall be determined by City's representative but normal
frequency is approximately every two (2) weeks for these areas during growing season.
5. HEDGE/TREE TRIMMING
5.1 Hedges, stands of cane, oleander and other flowering/bushes shall be maintained as
requested by City's representative. (Approximately two (2) times a year).
• 5.2 Contractor will be responsible for collecting and disposing of cuttings.
6. PAYMENT
6.1 The contractor will submit two (2) copies of an invoice in the amount as stipulated on
Bid schedule to the Parks and Recreation Department upon completion of work.
Payment for completed work will be made only after verification by a City
representative that work was performed satisfactorily and within the time constraints
allowed.
7. EMERGENCY PLAN
7.1 Is invoked as a result of excessive growth and the contractor unable to handle work
load. The City reserves the right to utilize additional contractors in any area to reduce
the health hazard from excessive growth and contractor's inability to handle the
workload in a timely manner. Contractors should report immediately to the Interim
Director of Parks and Recreation, all equipment failures, breakdowns, and rain days in
writing within twenty -four (24) hours. Additional mowing can be assigned to other
contractors to help alleviate backlogs.
8. CONTRACT PERIOD
8.1 This Contract will terminate approximately on December 31, 2013 from date of
execution. The City can terminate this contract at its convenience which includes, but
not limited to, funding being available in any budget cycle with thirty (30) days
written notice.
8.2 NO CONTRACTOR WILL BE AWARDED MORE THAN THREE (3) AREAS.
IT WILL BE THE CONTRACTOR'S RESPONSIBILITY TO PROVIDE
DOCUMENTATION THAT THEIR COMPANY HAS THE EQUIPMENT AND
MANPOWER TO MAINTAIN THEIR GRASS CUTTING OBLIGATION.
Page 6 of 19
9. PROJECT AREAS
GROUP 2 - South Griffing Park
A. Hermann Park
B. Rosedale at Date Street
C. Glenwood at Date Street
D. Evergreen at Forest Drive
E. Evergreen at Glenwood
F. 9th Avenue at Evergreen
G. Las Palmas Boulevard Esplanade from Griffing Drive to south end of blvd.
H. Oaklawn Rights —of —Way to Dryden Road
GROUP 3 (A) - 9 Avenue Including Blackberry Lane to Jimmy Johnson
Boulevard to Lake Arthur Drive (Section 1)
A. 9 Ave esplanade in center front of library to Stillwell Technical School -both sides
(shoulders to drainage ditch bridges)
B. Immigrant Park -cut to drainage canal to feeder road on Hwy 73 side and back of TAMS
Building
C. Blackberry to Lake Arthur 9 Avenue- center esplanades at both sides (Shoulders at 45
angle corners)
D. 9 Avenue Regional - cut esplanade in center at north side shoulder (45 all corners)
GROUP 3 (B) - 9 Avenue Including Blackberry Lane to Jimmy Johnson Boulevard to
Lake Arthur Drive (Section 2)
A. Jimmy Johnson center esplanades Hwy 69 to Hwy 347 both sides — South and North
sides shoulders
B. Babe Zaharias Park (Basketball and Tennis Courts) — 3500 Jimmy Johnson (cut to ditch
line)
C. Turtle Creek Drive (Rights—of—Way and esplanade) Hwy 69 to 3700 Block of Turtle
Creek Drive
D. Central Mall Drive (Rights —of —Way and esplanade) Hwy 69 to Hwy 365 (North Mall
Right - of - Ways South Mall Rights—of—Way)
GROUP 6 - Port Acres/ El Vista Areas
A. Eagle Park
B. El Vista Park
C. Lakeside Park
D. Montrose Park
E. Ray Park at Shirley and Ray
GROUP 10
A. Medical Center Blvd from West Jimmy Johnson to Highway 365
B. West Jimmy Johnson to dead end
Page 7 of 19
GROUP 11 — Lakeside Addition-Rights—of—Way
A. Cambridge
B. Robin hood
C. Salisbury
D. Prospect
E. Waverly
GROUP 12 — Port Acres Addition — Rights — of — Way
A. 62 Street
B. 63 Street
C. Easy and 62 Street
D. Diamond and 62 Street
E. Diamond and Russell
F. Hazel and Russell
G. 59 Street and Jade
H. Silver and 63 Street
I. Hwy 73 and Jade (off H.O. Mills)
J. 60 Street (2 right -of -ways at this location)
K. 65 Street
L. Dorsey
M. 66 Street
Rights —of —Way as designated — beginning at dead end of streets.
NOTE: (A) Rights —of —Way to be cut on the 15 of each month.
(B) Rights—of—Way to be bush - hogged or equivalent.
(C) Rights —of —Way do not require trimming
Page 8 of 19
CITY OF PORT ARTHUR, TEXAS
BID SHEET
Page 1 of 3
BID FOR: Mowing of Various City Properties, Parks and Right -of -Ways
BID DUE DATE: August 26, 2013
ITEM DESCRIPTION PRICE PER CUT
GROUP 2- SOUTH GRIFFING PARK
Hermann Park $
Rosedale at Date Street $
Glenwood at Date Street $
Evergreen at Forest Drive $
Evergreen at Glenwood $
9 Avenue at Evergreen $
Las Palmas Blvd Esplanade from Griffing Drive to South End of Blvd. $
Oaklawn Rights -of -way to Dryden Road $
TOTAL GROUP 2 $
GROUP 3 (A) - (Section 1)
9 Ave. Esplanade in center front of library to Stillwell Technical $
Immigrant Park $
Blackberry to Lake Arthur 9 Avenue $
9 Avenue Regional $
TOTAL GROUP 3 (A) $
GROUP 3 (B) - (Section 2)
Jimmy Johnson center esplanades Hwy 69 to Hwy 347 both sides $
Babe Zaharias Park $
Turtle Creek Drive $
Central Mall Drive $
TOTAL GROUP 3 (B) $
Group 5
Bryan Park $
Roosevelt Park $
Hughen Park $
Civic Park $
Flats on Lakeshore Drive $
TOTAL GROUP 5 $
Page 9of19
CITY OF PORT ARTHUR, TEXAS
BID SHEET
Page 2 of 3
BID FOR: Mowing of Various City Properties, Parks and Right -of -Ways
BID DUE DATE: August 26, 2013
ITEM DESCRIPTION PRICE PER CUT
Group 6 — Port Acres/El Vista Areas
Eagle Park $
El Vista Park $
Lakeside Park $
Montrose Park $
Ray Park at Shirley and Ray $
TOTAL GROUP 6 $
Group 9
London Bridge Park $
North Side Underpass @ Hwy 73 & 347 $
Cecil Reynolds Park $
TOTAL GROUP 9 $
Group 10
Medical Center Blvd from West Jimmy Johnson to Hwy 365 $
West Jimmy Johnson to dead end $
TOTAL GROUP 10 $
Group 11— Lakeside Addition - Rights -of -Way
Cambridge $
Robin Hood $
Salisbury $
Prospect $
Waverly $
TOTAL GROUP 11 $
Page 10 of 19
CITY OF PORT ARTHUR, TEXAS
BID SHEET
Page 3 of 3
BID FOR: Mowing of Various City Properties, Parks and Right -of -Ways
BID DUE DATE August 26, 2013
ITEM DESCRIPTION PRICE PER CUT
Group 12 — Port Acres Addition — Rights -of -Way
62 Street $
63 Street $
Easy and 62 Street $
Diamond and 62 Street $
Diamond and Russell $
Hazel and Russell $
59 Street and Jade $
Silver and 63 Street $
Hwy 73 and Jade (off H.O. Mills) $
64 Street (2 right -of -ways at this location) $
65 Street $
Dorsey $
66 Street $
TOTAL GROUP 12 $
Signature of Bidder
COMPANY NAME STREET ADDRESS
SIGNATURE OF BIDDER P.O. BOX
PRINT OR TYPE NAME CITY STATE ZIP
TITLE AREA CODE TELEPHONE NO
EMAIL FAX NO.
Page 11 of 19
BID OPENING DATE: August 26, 2013
CITY OF PORT ARTHUR
INSTRUCTIONS TO BIDDER
Bidders are requested to furnish their complete REMIT TO ADDRESS and
TAX IDENTIFICATION NUMBER as indicated below:
REMIT PAYMENT TO:
COMPANY
ADDRESS
CITY /STATE /ZIP
SEND PURCHASE ORDER TO:
COMPANY
ADDRESS
CITY /STATE /ZIP
TAX IDENTIFICATION NUMBER
Page 12 of 19
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 13 of 19
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.
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 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 14 of 19
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.
Page 15 of 19
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance or warranty
service required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public monies under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City, or has made satisfactory arrangements to pay the same.
ADDENDA: Any interpretations, corrections or changes to the ITB and Specifications will be made
by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing
Manager. The City assumes no responsibility for the bidder's failure to obtain and /or properly submit
any addendum. Failure to acknowledge and submit any addendum may be cause for the bid to be
rejected. It is the vendor's responsibility to check for any addendums that might have been issued
before bid closing date and time.
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the
City of Port Arthur as its principal place of business must have an official business address (office
location and office personnel) in Port Arthur, the principal storage place or facility for the equipment
shall be in Port Arthur and /or the place of domicile for the principal business owner(s) shall be in Port
Arthur or such other definition or interpretation as is provided by state law. Contractors outside the
City of Port Arthur are allowed to bid.
PRICES: The bidder should show in the proposal both the unit price and total amount, where
required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price
shall prevail.
PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the
successful bidder. The purchase order number must appear on all itemized invoices.
INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Parks &
Recreation 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.
Page 16 of 19
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 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
Page 17 of 19
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.
INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of
Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase,
maintain and keep in force insurance that will protect against injury and /or damages which may arise
out of or result from operations under this contract, whether the operations be by himself or by any
subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose
acts any of them may be liable, of the following types and limits
1. Standard Worker's Compensation Insurance:
2. Commercial General Liability occurrence type insurance City of Port Arthur, its
officers, agents, and employees must be named as an additional insured):
a. Bodily injury $500,000 single limit per occurrence or $500,000 each
person /$500,000 per occurrence for contracts of $100,000 or less; or
Bodily injury $1,000,000 single limit per occurrence or $500,000 each
person /$1,000,000 per occurrence for contracts in excess of $100,000; and,
b. Property Damage $100,000 per occurrence regardless of contract amount; and,
Page 18 of 19
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.
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 19 of 19
\\ %% ,
op/ a CITY OF PORT ARTHUR, TEXAS
ort r�har ADDENDUM NO. ONE (1)
Texas
August 23, 2013
Bid Proposal For: Mowing of Various City Properties, Parks and Rights - of - Way
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. Replace the Bid Sheet in the Bid Package with the attached Revised Bid Sheet.
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
p A.ta , �, 62-Z3 -- 2,6 (.3 Si ature of Pr o . Date
CITY OF PORT ARTHUR, TEXAS
BID SHEET
Page 1 of 3
BID FOR: Mowing of Various City Properties, Parks and Right -of -Ways
BID DUE DATE: August 26, 2013
ITEM DESCRIPTION PRICE PER CUT
GROUP 2- SOUTH GRIFFING PARK o
Hermann Park $ /o : ;
Rosedale at Date Street $ ZO " •
Glenwood at Date Street $ Z_O °
Evergreen at Forest Drive $ Z 0 °C
Evergreen at Glenwood $ Z v °
9 Avenue at Evergreen $ Zb °.)
Las Palmas Blvd Esplanade from Griffing Drive to South End of Blvd. $ Lib
Oaklawn Rights -of -way to Dryden Road $ ZO " a
TOTAL GROUP 2 $ a y 0
GROUP 3 (A) - (Section 1)
9 Ave. Esplanade in center front of library to Stillwell Technical $
Immigrant Park $
Blackberry to Lake Arthur 9 Avenue $
9 Avenue Regional $
TOTAL GROUP 3 (A) _ $
GROUP 3 (B) - (Section 2)
Jimmy Johnson center esplanades Hwy 69 to Hwy 347 both sides $
Babe Zaharias Park $
Turtle Creek Drive $
Central Mall Drive $
TOTAL GROUP 3 (B) $
7 Group 5
Bryan Park $
Roosevelt Park $
Hughen Park $
Civic Park $
Flats on Lakeshore Drive $
TOTAL GROUP 5 $
Page 9 of 19
CITY OF PORT ARTHUR, TEXAS
BID SHEET
Page 2 of 3
BID FOR: Mowing of Various City Properties, Parks and Right -of -Ways
BID DUE DATE: August 26.2013
ITEM DESCRIPTION PRICE PER CUT
Group 6 — Port Acres/El Vista Areas
Eagle Park $
El Vista Park $
Lakeside Park $
Montrose Park $
Ray Park at Shirley and Ray $
TOTAL GROUP 6 $
Group 9
London Bridge Park $
North Side Underpass @a, Hwy 73 & 347 $
Cecil Reynolds Park $
TOTAL GROUP 9
Group 10
Medical Center Blvd from West Jimmy Johnson to Hwy 365 $ 190
West Jimmy Johnson to dead end $ y0
TOTAL GROUP 10 $ 1 8 4
/ Group 11— Lakeside Addition - Rights -of -Way
Cambridge $
Robin Hood $
Salisbury $
Prospect $
Waverly $
TOTAL GROUP 11 $
Page 10 of 19
CITY OF PORT ARTHUR, TEXAS
BID SHEET
Page 3 of 3
BID FOR: Mowing of Various City Properties, Parks and Right -of -Ways
BID DUE DATE August 26.2013
ITEM DESCRIPTION PRICE PER CUT
Group 12 — Port Acres Addition — Rights -of -Way
62 Street $
63` Street $
Easy and 62 Street $
Diamond and 62" Street $
Diamond and Russell $
Hazel and Russell $
59 Street and Jade $
Silver and 63` Street $
Hwy 73 and Jade (off H.O. Mills) $
64` Street (2 right -of -ways at this location) $
65` Street $
Dorsey $
66 Street $
TOTAL GROUP 12 $
- W 4 OlPh i
Signature of Biddele
Atz.. Lett.00 1 SEAL 9 2./ -" DC2LA U3atZE D
COMPANY NAME STREET ADDRESS
�c .11
SIGNATURE OFUIDU P.O. BOX
M uit "176 y Z
PRINT OR TYPE NAME CITY STA ZIP
GtiMerl_ Lag / 66—
T E AREA CODE TELEPHONE NO
EMAIL FAX NO.
Page 1 1 of 19
BID OPENING DATE: August 26,2013
CITY OF PORT ARTHUR
INSTRUCTIONS TO BIDDER
Bidders are requested to furnish their complete REMIT TO ADDRESS and
TAX IDENTIFICATION NUMBER as indicated below:
REMIT PAYMENT TO:
COMPANY Mg • � i (cE L403 Al 4 I r _c 5E04.
ADDRESS 92. I .
CITY /STATE /ZIP PoT Ard1U12- (.4) r 17 6 `( Z.
SEND PURCHASE ORDER TO:
COMPANY 6.14; k /, / 7;e . 5 e1/
ADDRESS Z. I e, v011,
CITY /STATE /ZIP ( 204.1" 4v1
/ 1/44.
T AX IDENTIFICATION NUMBER 1 16396530
Page 12 of 19
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.
�P . /Ala I REC F'PV ICE $ - z(0 - z, o 1 3
Firm Name Date
IAA 41111 CAN
Authorized Signature Title
flu1tei1L J. A en, uE r ( qoc) - 6 i c�
Name (please print) Telephone
Email
STATE: - 7 - .
COUNTY:
SUBSCRIBED AND SWORN to before me by the above named Ri .m & 3 • -Q 1.
on this the 20 +3 .
"". ; :� MY COMMISSION EXPIRES I.CSI.1 a Se-tt 1
NoMembet Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 13 of 19
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.
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 (l a), Local Government Code. Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this sectio receiving o ikely t. receive taxable income, other than investment
income, from the filer of the .,. estionnair-?
rl Yes ❑ I
B. Is the filer of the questionna rec -'ving or li' ely o receive • able income, ther than investment income, from or at the
direction of the local gove - nt o er nam -. i this secti s AND the taxab e income is not received from the local
governmental entity?
❑ Yes ❑
C. Is the filer of this questionn :: - employed by • c oration or other business entity with respect to which the local government
Officer serves as an officer o . irector, or holds n ownership of 10 percent or more?
Ill Yes n No
D. Describe each employment or business relationship with the local government officer named in this section.
4. .
. .i i k'$4 - iit Q ` 13 - za 13
Si ature of person doin usin s wit f he governmental entity Date
Page 14 of 19