Loading...
HomeMy WebLinkAboutPR 18124: AWARDING OF MOWING CONTRACT GROUP 11 A A MY 0 E Toga:A XVIVIt Parks and Recreation MEMORANDUM TO: Floyd T. Johnson, City Manager FROM: Dr. Albert T. Thigpen, Director Parks & Recreation DATE: December 20, 2013 RE: P. R. # 18124 - Award of Mowing a Contract (2014) for the Mowing of Group 11 COMMENTS RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 18124, authorizing the City Manager of the City of Port Arthur to execute a contract with Joey's Tractor Service for the mowing of Group 11 in the City of Port Arthur in an amount not to exceed $3,920.00. BACKGROUND: The Parks and Recreation Department is responsible for the mowing of various City parks and right -of -ways year round in the City of Port Arthur. The City Council and the City Manager have made the appropriate maintenance of City Parks and right - of -ways a priority. In keeping with this mandate, the Parks & Recreation Department has strengthened contract specification enforcement for mowing vendors; renewals are only offered to vendors who have satisfactory evaluations as determined by Parks & Recreation staff. U.S. Lawns of Beaumont, Texas, was the lowest bidder, but after reviewing the bids and because of the 5% preference for local bidders, it is deemed in the best interest of the citizens of Port Arthur to award the contract to Joey's Tractor Service of Port Arthur, Texas, a local vendor, for Group 11. BUDETARY /FISCAL EFFECT: The estimated cost of this contract is $3,920.00. Funding is available in the FY 2014 budget, Account No. 001 - 1207 - 531.31 -00. EMPLOYEE /STAFF EFFECT: Acceptance of this recommendation will not affect the staffing levels at this time. SUMMARY: It is recommended that the City Council approve Proposed Resolution No. 18124, authorizing the City Manager of the City of Port Arthur to execute a contract with Joey's Tractor Service for the mowing of Group 11 in the City of Port Arthur in an amount not to exceed $3,920.00. P. R. #18124 12/20/2013/cs RESOLUTION NO. A RESOLUTION AWARDING A BID AND AUTHORIZING THE EXECUTION OF A MOWING CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND JOEY'S TRACTOR SERVICE OF PORT ARTHUR, TEXAS, FOR MOWING VARIOUS CITY PROPERTIES, PARKS AND RIGHT -OF -WAYS IN THE CITY DESIGNATED AS GROUP 11 IN AN AMOUNT NOT TO EXCEED $3,920.00. PARKS DIVISION, FY 2014 BUDGET ACCOUNT NO. 001 - 1207 - 531.31 -00. WHEREAS, on November 27, 2013 bids were received from sixteen companies for mowing services; and, WHEREAS, the bids have been evaluated by City staff and the Purchasing Manager; and, WHEREAS, the bid tabulation is attached hereto and made a part hereof as Exhibit "A "; and, WHEREAS, U. S. Lawns of Beaumont, Texas, was the lowest bidder, but after reviewing the bids and pursuant to Sections 271.9051 of the Texas Local Government Code, it has been determined that Joey's Tractor Service of Port Arthur, Texas, a local vendor, is within the 5% preference for local bidders for Group 11; and, WHEREAS, it is deemed in the best interest of the citizens of Port Arthur to award a one (1) year contract, with an option to renew for two (2) additional one -year periods, for Group 11 to Joey's Tractor 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: Zero/None in January and February; one (1) in March; two (2) per month in April, May and June; one (1) in July; P. R. #18124 12/20/2014/cs two (2) per month in August and September; one (1) per month in October and November; zero /none in December and two (2) floating cuts for a total of sixteen (16) cuts, to Joey's Tractor Services for Group 11 in an amount not to exceed $3,920.00. 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 Joey's Tractor Service of Port Arthur, Texas, for mowing for the Parks Division on various City property, parks and right -of -ways in the City of Port Arthur, Texas, designated as Group 11, in an amount not to exceed $3,920.00, in substantially the same form as attached hereto as Exhibit `B ". Section 4. That funding is or will be made available in the Parks & Recreation Division FY 2014 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., 2014, at a Regular Meeting of the City Council of . the City of Port Arthur, by the following vote: AYES: • Mayor: Councilmembers: NOES: Mayor P. R. #18124 12/20/2013/cs ATTEST: City Secretary APPROVED AS TO FORM: Ci y Atto ey 0,t. APPROVED FOR ADMINISTRATION: City Manager, ea didio , 4. Director ' arks and Recreation APPROVED AS TO AVAILABILITY OF FUNDS: Director of Finance . .! 1 //f 4 _ C i.--L. Purchasing Manager «V„ IIHIHXE CITY OF PORT ARTHUR, TEXAS Bid Tabulation Mowing of Various City Properties, Parks Right -of -Ways BID OPENING DATE: November 27, 2013 �T __� C 1' Group 2 Group 3A. ''Group 3B 1 .' ,'- :Group 5 Group -6 . ?Group 9 - Group 10 [': Group 11 Group 12� North Griffing South Griffing Section 1 Section 2 Port Acres/ London A Medical Lakeside Port Acres _ Bidder Location Ack Add Park Park Stilwell Jimmy Lakeshore El Vista Areas Bridge Center Rights -of -Way Rights -of -Way Calvin IA/hite Port Arthur Yes No Bid No Bid No Bid No Bid $ 740.00 $ 780.00 $ 480.00 $ 410.00 No Bid No Bid Gulf Coast L &L Beaumont Yes $ 549.00 $ 499.00 $1,795.00 $ 1,780.00 $ 1,995.00 $ 999.00 $ 905.00 $ 495.00 $ 825.00 $ 999.00 M &M Lawn & Irrigation, LLC Lake Charles Yes $ 585.25 $ 478.50 $1,870.00 $ 2,475.00 $ 951.00 $ 1,683.50 $ 365.00 $ 840.00 No Bid No Bid Williams Transport Lumberton Yes No Bid No Bid No Bid No Bid No Bid $ 1,125.00 No Bid $ 375.00 $ 280.00 $ 660.00 DMJ Landscaping Port Arthur Yes $ 1,000.00 $ 1,050.00 $1,100.00 $ 1,000.00 $ 1,700.00 $ 1,750.00 $ 1,000.00 $ 350.00 No Bid No Bid Amelia Lamm Care & Landscaping Groves Yes $ 532.00 $ 409.50 No Bid No Bid $ 493.00 $ 1,132.00 $ 312.50 $ 404.00 No Bid No Bid /1 ffordable Lnwn & Tractor Service Port Arthur Yes $ 700.00 $ 600.00 $1,300.00 $ 1,560.00 $ 1,235.00 $ 900.00 $ 900.00 $ 350.00_ No Bid _ No Bid _ Perfect Lawn Care Port Arthur Yes No Bid _ No Bid $2,300.00 $ 2,800.00 $ 4,800.00 $ 3,200.00 No Bid $ 3,000.00 No Bid No Bid _ Mr. Mike's Lawn/Tree Services Port Arthur Yes $ 825.00 $ 540.00 No Bid No Bid No Bid No Bid No Bid $ 380.00 No Bid No Bid Ed Lawn Service Port Arthur Yes $ 615.00 $ 490.00 $2,565.00 $ 3,150.00 $ 500.00 $ 1,000.00 $ 250.00 $ 650.00 $ 800.00 $ 1,300.00 J & UV Port Arthur Yes No Bid _ No Bid $1,800.00 $ 1,600.00 $ 1,675.00 $ 1,990.00 No Bid _ No Bid No Bid No Bid - T& S Lawn Service Port Arthur Yes $ 900.00 $ 400.00 $1,100.00 No Bid $ 1,000.00 No Bid No Bid f $ 400.00 No Bid No Bid Texas Best, LLC Port Neches Yes $ 600.00 $ 575.00 $1,800.00 , $ 1,200.00 $ 720.00 $ 900.00 $ 660.00 $ 435.00 $ 750.00 $ 1,600.00 Olguin Bros Landscape Beaumont Yes $ 900.00 $ 400.00 $1,200.00 $ 1,300.00 $ 980.00 $ 1,600.00 $ 1,000.00 $ 800.00 $ 700.00 $ 1,000.00 U.B. Construction Services Port Arthur Yes $ 720.00 $ 650.00 $2,870.00 $ 3,350.00 $ 590.00 $ 1,125.00 $ 300.00 $ 730.00 $ 900.00 $ 1,690.00 Jones Lawn & Construction Port Arthur Yes $ 4,250.00 $ 2,300.00 $1,250.00 $ 1,050.00 $ 2,250.00 $ 2,850.00 $ 3,600.00 $ 2,700.00 $ 2,250.00 $ 5,200.00 Joey's Tractor Service Port Arthur Yes $ 590.00 No Bid No Bid No Bid $ 645.00 $ 1,000.00 $ 449.00 No Bid $ 245.00 $ 575.00 U.S. Lawns Beaumont Yes $ 580.33 $ 611.75 $1,415.00 $ 1,375.00 $ 975.02 $ 1,234.37 $ 455.13 $ 625.00 $ 240.00 $ 520.00 (7 f(e'OrYgc a ail m( 4-7) l / 7/3 , i0 da Scypion- Goudeaux , Purchasing Assistant Date 1 «S,, ZIHIHXI CONTRACT FOR MOWING OF VARIOUS CITY PROPERTIES, PARKS AND RIGHTS -OF -WAY IN GROUP 11 IN THE CITY OF PORT ARTHUR THIS AGREEMENT, made this day of , 2014, 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 Joey Villemez doing business as JOEY'S TRACTOR 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 March 1, 2014 to February 28, 2015, with an option for the City to renew for two (2) additional one -year periods. 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. 2. The Contractor will perform mowing of properties and Rights —of —Way in Group 11 for $245 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 11 for $245 per cut. The total costs for 16 cuts for each group will not exceed $3,920.00. 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 2014. OWNER: CITY OF PORT ARTHUR Floyd T. Johnson, City Manager Signed on the day of 2014. CONTRACTOR: JOEY'S TRACTOR SERVICE Joey Villemez • DELORIS "BOBBIE," PRINCE, MAYOR \1 ��i , FLOYD T JOHNSON ROBERT E. "'BOB" WILLIAMSON. MAYOR PRO TEM �1�� ; ` ' "fi/ e CITY MANAGER I lap COUNCIL MEMBERS: City ref '.', CilY ` SHERRI BELLARD i} \k' ).1 CITY SECRETARY RAYMOND SCOTT, JR. i ELIZABETH "LIZ' SEGLER c=a MORRIS ALBRIGHT, HI V AL VAL TIZENO ROBERT TROY U rt Yt h IL r CITY ATTORNEY WILLIE "BAE" LEWIS, JR. Texas DERRICK FREEMAN KERRY "TWIN" THOMAS NOVEMBER 21, 2013 INVITATION TO BID (REVISED) MOWING OF VARIOUS CITY PROPERTIES, PARKS AND RIGHTS-OF-WA Y DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard Time, Wednesday, November 27, 2013. (The clock located in the City Secretary's office will be the official time.) All bids received will be read aloud at 3:15 p.m. on Wednesday, November 27, 2013 in the City Council Chambers, City Hall, 5 Floor, Port Arthur, TX. You are invited to attend. MARK ENVELOPE: Parks and Rights -of -Way DELIVERY ADDRESS: Please submit one (1) original and one (1) copy - of your bid to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET, 4 t11 Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640 POINTS OF CONTACT: Questions concerning the Invitation to Bid and Scone 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 YoIanda(2Z portarthur.net Purchasing Division /Finance Department i Purchasing Manager, Shawna Tubbs, CPPO, CPP13 P.O. Box 10891444 4UU Street 1 Port Arthur, Texas 776411 409.983.8160 ( Fax 409.983.8291 The enclosed INVITATION TO 131D (ITB) and accompanying GENERAL INSTRUCTIONS, CONDITIONS SPECIFICATIONS, are for your convenience in submitting bids for the enclosed referenced services for the City of Port Arthur. Bids must be signed by a person having authority to bind the firm in a contract. Bids shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL BIDS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the scaled [TB 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. C LLLJ Shawna Tubbs, CPPO, CPPB Purchasing Manager Page 2 of 20 l ( fn of „ >. CITY OF PORT ARTHUR, TEXAS V t uh ` ''- ADDENDUM NO. ONE (1) Ti•rus November 21, 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. Please replace entire bid packet pages one (1) thru twenty (20) with the revised bid packet pages one (1) thru twenty (20). 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. t Gu , -k-! t (� � f.� t ,1 / Shawna Tubbs, CPPO, CPPB Purchasing Manager I( ). Signature p2po lieht Date Page 1 of 1 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 Prouerties, Parks and Rights -of -Ways will be held on Thursday,, November 21, 2013 at 9:00 a.m. on the Fifth floor conference room of City Hall located at 444 4rh 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 20 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 20 SPECIFICATIONS 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 The City will only accept mechanical trimming and edging. No chemical are to be used. 3.5 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. Page 5 of 20 3.6 Ditches shall be cut with slope mower to avoid rutting or by other mean approved by City's representative. These areas are noted on bid schedule. See page eleven (11) of twenty (20). 3.7 Along some Rights -of -Way it should be noted that they are maintained by citizens in some areas. 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. 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. Page 6 of 20 8. CONTRACT PERIOD 8.1 This Contract will terminate approximately twelve (12) months from the date of execution with the option to renew two (2) additional one year periods. 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 The City reserves the right to award only one (1) area per contractor. It will be the Contractor's responsibility to provide documentation that their company has the equipment and the manpower to maintain their grass cutting obligation. 9. PROJECTED AREAS GROUP 1- North Griffing Paris A. Town Hall Park B. Hollywood at 32 Street C. Sunken Court Boulevard Esplanade -Twin City to Lombardy D. Evergreen Boulevard Esplanade. Griffing to Tyrell E. Twin City Highway at 32 Street F. Lombardy Rights —of —Way from 32 Street to 9 Avenue (West Rights -of -Way) only 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) Page 7 of 20 D. 9th Avenue Regional - cut esplanade in center at north side shoulder (45 all corners) GROUP 3 (B) - 9th 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 5 A. Bryan Park —1000 Gulfway Drive, including inside train area B. Roosevelt Park — 1900 Gulfway Drive, including along ditch area C. Hughen Park — 2700 Lakeshore Drive D. Civic Park — 220 Lakeshore Drive E. Flats on Lakeshore Drive F. Kramer G. Schuh Place H. Bledso I. Doumasha 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 9 A. London Bridge Park — 3100 Touraine Avenue B. North side underpass @ Highways 73 & 347 C. Cecil Reynolds Park — 3900 36 Street and 4008 39` Street GROUP 10 A. Medical Center Blvd from West Jimmy Johnson to Highway 365 B. West Jimmy Johnson to dead end Page 8 of 20 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. 64`" 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 9 of 20 CITY OF PORT ARTHUR PARKS AND RECREATION "2014" Contractor Mowing Schedule* Month # of Cuts Week(s) beginning: January 2014 NO CUTS February 2014 NO CUTS March 2014 One March 23 April 2014 Two April 6`" and April 27 May 2014 Two May 11 u, and May 25 June 2014 Two June 8`" and June 29 July 2014 One July 13`" August 2014 Two August 3rd and August 24`" September 2014 Two September 14 and September 28th October 2014 One October 12 November 2014 One November 23 December 2014 NO CUTS Two (2) Floating Cuts *PAYMENT REQUIREMENTS: 1. The Parks and Recreation Department office must be notified prior to, and immediately following cutting for payment Processing. 2. In weeks in which inclement weather or other conditions preclude cutting, the Parks and Recreation Department is to be notified immediately. ALL VARIATIONS MUST BE PRE - APPROVED. 3. Failure to adhere to 1 and 2 above can result in non - payment. 4. Dates are subject to change and budget approval. Reviewed by: Thad Sanders Date Harriet Collins Date Recreation Coordinator Parks Maintenance Supervisor Approved by: Dr. Albert Thigpen Date Director of Parks and Recreation Page 10 of 20 } f CITY OF PORT ARTHUR, TEXAS BID SHEET Page l of 3 BID FOR: Mowing of Various City Properties, Parks and Right -of -Ways BID DUE DATE: November 27, 2413 ITEM DESCRIPTION PRICE PER CUT GROUP 1 —NORTH GRIFFING PARK Town H a ll P a r k $ / 6 0 . 0 0 Hollywood at 32 Street $ 30 Q 0 Sunken Court Blvd Esplanade -Twin City to Lombardy $ LSO . O 0 Evergreen Blvd Esplanade- Griffing to Tyrell $ 54 O 0 Twin City Highway at 32 Street $ 15 . D 0 Lombardy Rights -of- Way from 32 Street to 9` Ave. (West of Rights - of -Way) only. $ ) 4 S . d O TOTALGROUP1 $ 59O.Od 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 $ h D big 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) _ $ r o 10 f o D 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) _ $ ,n o tc) f/ c I Si r, tune or : idder J � � c s - (' ratcfor a f er ✓jC� Page 11 of 20 it CITY OF PORT ARTHUR TEXAS BID SHERT Page 2 of 3 BID FOR Mowing of Various City Properties, Parks and Right -of -Ways BID DUE DATE: November 27. 2013 ITEM DESCRIPTION PRICE PER CUT Group 5 Bryan Park $ ► to 0 _Oa Roosevelt Park $ 00 a 6 ) Hughen Park $ 160 .O D Civic Park $ 1 00 „ 0 0 Flats on Lakeshore Drive $ j r}c . 00 Krammer $ 25,60 Schuh Place $ 2 5- . Op Bledsoe $ 9 5'" , 0 0 Doumasha $ 4 . D _ o TOTAL GROUP 5 $ 6 �S - OO Group 6 — Port Acres/El Vista Areas Eagle Park $ )t0 .100 El Vista Park $ 26.0 . 6 0 Lakeside Park $ 2100 .00 Montrose Park $ A.00 , 00 Ray Park at Shirley and Ray $ ap .00 TOTAL GROUP 6 $ iraOf> .°° . Group 9 London Bridge Park $ 160. 6 - 0 North Side Underpass ® Hwy 73 & 347 $ J . 0 6 Cecil Reynolds Park $ ,--c $ . pa TOTAL GROUP 9 $ Lt. tf.g , Op Group 10 Medical Center Blvd from-West Jimmy Johnson to Hwy 365 $ West Jimmy Johnson to dead end $ - TOTAL GROUP 10 $ h O )1 (4 Group 11— Lakeside Addition - Rights -of -Way Cambridge $ t g , O0 Robin Hood $ [/_.q . OQ Salisbury $ it- c . 66 Prospect $ Z - ' . 0 0 Waverly $ 4, Q . O O TOTAL GROUP 11 $ I. PS . Ors , dioiiiien Si . Lure o I Bidder Toey "S Trit.0C S er�li<<e Pa n am CITY OF PORT ARTHUR TEXAS BID SHEET Page 3of3 BID FOR Mowing of Various City Properties, Parks and Right-of-Ways BID DUE DATE November 27.2013 ITEM DESCRIPTION PRICE PER CUT Group 12 — Port Acres Addition — Rights -of -Way 62 Street $ 1 . O 63 Street $ / • GS O Easy and 62 Street $ J , d o Diamond and 62 Street $ / • D o Diamond and Russell $ /00.0o Hazel and Russell $ /5 , 0,0 59 Street and Jade $ 5 - d 0 Silver and 63` Street $ "Z S • UO Hwy 73 and Jade (off H.O. Mills) $ ( qt 3 • n o 64 Street (2 right -of -ways at this location) $ / 04 • d a 65 Street $ 1. 0 0 D o r s e y $ 1 . O 0 66`" Street $ / • Od TOTAL GROUP 12 $ S .O O ItarLdoi U V Si • r. Bidder t J o e)/ 5 MrIc - or ljera e 7 pO 6 1 f ' COMPANY NAME S ADDRESS f � ' fi ''l Vk 6 ^ e. SI / OF BIDDER P.O. BOX l) d U 1l ery Z o et tl e tUr Te)l I -1 6 4 PRINT OR TYPE NAME CITY STATE ZIP TITLE AREA CODE TELEPHONE NO Toe ci he EMAIL FAX NO. Page 13 of 20 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: n 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. 1 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. o el S I 'Nu C- S ed' i' c( Firm ame Date - 4 6Wher Au gnature Title - ory VJIee l O9 - '7 2e -d6(8 Name (please priht) Telephone T o e- \t I tit Lk-1, e z. 2 G r-v a / - C o rte Email STATE: I e x . S ---- o COUNTY: C j e_-\---v- n_ E (S O'(\ SUBSCRIBED AND SWORN to before me by the above named 4 • 1 - ti ' on this the ;.g r day of Nntl° dr1 e c , O L3 . ?Q,••• `� Pi:'' 0/)11) i kY -?YI /1 �,�; DANA HAMM *: *i MY COMMISSION EXPIRES Notary Pub 44 tE;'` October 13, 2016 RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL Page 14 of 20 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. A. 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? I I 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? El Yes r7 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? Li Yes No D. Describe each employment or business relationship with the local government officer named in this section. 4. ni it ' )Ql 3 Signs a of p on Ding business w th governmental entity Date Page 15 of 20 History I Started cutting grass 43 years ago with my Father. I'm a second generation grass cutter. I started with a sickle doing the ditches for my Father as he cut Tots with his 8 -n Ford Tractor for the City of Port Arthur. At age 10 I had my own tractor and customers. I started cutting Pastures and Bailing hay in Port Acres. My daughter helps me and is a very good tractor driver and has a college degree in Teaching. I have been cutting lots for over 42 years. I have a very large list of People that I have cut for and will share them with you if you need them. I am a member of Little Flower Church in Port Arthur and a member of the Knight of Columbus . I have contracts for the City of Port Arthur now . i Equipment list for Joey's Tractor Service Tractors T190a with 15ft cutter TL80 with 15ft cutter tn6S with 15ft cutter tn65 with 15ft cutter ford 3910 with 6ft cutter ford 3600 with 6ft cutter ford 3930 with 6ft grader box Zero turn mowers Ferris 7200 with cat diesel 72" cut Ferris 7200 with cat diesel 72" cut Kubota ZD331 60 "cut Misc. equipment 5 weedeaters 3 blowers 2 edgers 13 point road edger for tractor 3 model 305 rotary cutters 3 6 ft rotary cutters 3 chain saws 2 pole saws 5 trailers more not listed 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 infoiination 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. 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. Page 16 of 20 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 and 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 601 f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to assure compliance. 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 Page 17 of 20 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is specifically advised that the written bid proposal will prevail in the determination of the successful bidder. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set -off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least thirty (30) days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor, the previous paragraph hereof relative to termination shall apply. '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. Page 18 of 20 SUB- CONTRACTS: The Cc__.. actor shall not execute an agreement nth any sub - contractor or permit any sub- contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and /or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or $500,000 each person/$500,000 per occurrence for contracts of $100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or $500,000 each person /$1,000,000 per occurrence for contracts in excess of $100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of $1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of $2,000,000 for contracts in excess of $100,000. 3. Commercial Automobile Liability Insurance (Including owned, non -owned and hired vehicles coverage's). a. Minimum combined single limit of $500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates) and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered, modified or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur not more than ten (10) days after execution of this Contract. Page 19 of 20 NOTICE TO PROCEED: 1\ ice to Proceed shall be issued within .n (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 20 of 20