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HomeMy WebLinkAboutPR 18192: RENEWAL CONTACT WITH SIDDONS-MARTIN EMERGENCY GROUP PORT ARTHUR FIRE DEPARTMENT MEMORANDUM To: John A. Comeaux, PE, Interim City Manager From: John Avery, Deputy Fire Chief Re: Proposed Resolution 18192 Date: 2/10/2014 COMMENT RECOMMENDATION: The Fire Department recommends that the City Council approve Proposed Resolution 1 8192 authorizing the first renewal, the second year, of a contract with Siddons -Martin Emergency Group of Port Arthur and Houston, Texas for preventive maintenance and repair to Fire Department fire apparatus (engines and ladders) and other special response vehicles (hazardous materials and rescue vehicles) in a total amount not to exceed $160,000. The vendor has agreed to renew for the terms outlined in the original contract. BACKGROUND: Port Arthur Fire Department operates a number of fire apparatus and special service response vehicles. These vehicles represent a substantial investment of federal, state, and local money and are expected to have a service life of 15 plus years. The proper servicing and repair of these vehicles is absolutely necessary to ensure both their longevity and their performance dependability under situations which cannot abide untimely failure. For a number of years, the City's internal fleet service has been unable to meet the needs of the Fire Department; consequently, those services have been performed, first on an ad hoc basis, and now for one year on a contract basis, by the Siddons -Martin Emergency Group, which specializes in emergency vehicle servicing. Siddons - Martin has dependably performed the requested services. Historical motor vehicle maintenance costs (all vendors): 2007 $190,872 2008 $168,806 2009 $1 94,571 2010 $170,006 2011 $155,936 began use of Siddons -Martin on ad hoc basis. 2012 $1 2013 $175,143 BUDGET/FISCAL EFFECT: Funding from account 4 001- 1121- 522.43 -00 Motor Vehicle Maintenance. STAFFING/EMPLOYEE EFFECT None P.R. 18192 2/10/14 jda RESOLUTION NO. A RESOLUTION AUTHORIZING THE FIRST RENEWAL, THE SECOND YEAR, OF A CONTRACT WITH SIDDONS- MARTIN EMERGENCY GROUP OF PORT ARTHUR AND HOUSTON, TEXAS FOR PREVENTIVE MAINTENANCE AND REPAIR TO FIRE DEPARTMENT FIRE APPARATUS AND OTHER SPECIAL RESPONSE VEHICLES IN A TOTAL AMOUNT NOT TO EXCEED $160,000. FUNDING FROM ACCOUNT NO.001- 1121 - 522.43 -00. WHEREAS, pursuant to Resolution 13 -093 adopted by the City Council on 19 February 2013, the City entered into a one -year contract with Siddons- Martin Emergency Group of Port Arthur and Houston, Texas to provide for preventive maintenance and repairs to Fire Department fire apparatus and other special response vehicles; and WHEREAS, the contract provided for the option to renew for two additional one -year periods; and WHEREAS, Siddons- Martin Safety Group has signed an agreement, attached hereto as Exhibit "A ", to renew the contract for a second year at the same prices as quoted in the 2013 contract; now therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council herein authorizes the first renewal for the second year of the contract with Siddons- Martin Emergency Group at the same prices as quoted in the 2013 contract. Section 3. That an authorized agent of Siddons- Martin Emergency Group will sign this resolution agreeing to the terms hereof. Section 4. That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council. P.R. 18192 2/10/14 jda READ, ADOPTED AND APPROVED on this day of February, 2014, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: MAYOR: ; COUNCILMEMBERS: ; NOES: Deloris Prince, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: V. Zeno Cit A rney APPROVED FOR ADMIN 14TION: 4 / John A. Comeaux, P.E. Shawna Tubbs, CPPO, CPPB, Interim City Manager Purchasing Manager APPROVED AS TO AVAILABILITY OF FUNDS: % / / A.21 Deborah Echols, Director of Finance AGREED TO: SIDDONS - MARTIN By: Print Name: Title: P.R. 18192 2/10/14 jda EXHIBIT "A" i - DELORIS "BOBBIE" PRINCE, MAYOR JOHN A. COMEAUX, P.E. ROBERT E. "BOB" WILLIAMSON, MAYOR PRO um 'r ; ACTING CITY MANAGER • COUNCIL MEMBERS: City of SHERRI BELLARD • ' `\ CITY SECRETARY RAYMOND SCOTF, JR. ELIZABETH "LIZ" SEGLER MORRIS ALBRIGHT., ni Ot t - VALTIZENO ROBERT TROY CITY ATTORNEY WILLIE "BAE" LEWIS, JR. Texas • DERRICK FREEMAN KERRY "TWIN" THOMAS February 10, 2014 • Siddons - Martin Emergency Group Attn: Troy D Harrison 14233 Interdrive West • Houston, TX 77032 • • • Re: Preventative Maintenance & Repair ta.Fire Dept Vehicles Dear Vendor: • • Approved by City Council on February 19, 2013, your company was awarded the above referenced contract • • for the City of Port Arthur as .a primary vendor. The City has the option to renew this contract and would like to • do so pending your agreement to honor the original contract price. The details of the contract terms are provided on the:attached page. Please review, check agree or disagree and return the signed agreement to: • City of Port Arthur, TX • Attn: Shawna Tubbs, Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 Shawna®portarthur.net Fax: 409.983.8291 Should you have any questions regarding this renewal proposal, you may contact me at 409- 983 -8160. Thank you for partnering with the City of Port Arthur. Respectfully, • 2 4 1 Plardit 9 olanda Scypion -Goud aux • Purchasing Assistant • Purchasing Division /Finant:e Dept- I Shawna Tubbs, CPPO, CPI 13. Purchasing Manager F.O. Box 1089.1 4th.Stneet E Port Arthur, Texas 776411 409:983.8160 J Fax 409.983.8291 www.portarthur.net 1 purchasing@portarthur.net is • DELORJS "BOBBIE" PRINCE, MAYOR JOHN A. COMEAUX, P.E. ROBERT E. "BOB" WILLIAMSON, MAYOR PRO TEM AL I ING CITY MANAGER COUNCIL MEMBERS: City Of SHERRI BELLARD �: CITY SECRETARY RAYMOND SCOTT-, JR. : 1 ELIZABETH "LIZ" SEGLER MORRIS ALBRIGHT, tir D r t rf h ;[ T., .` VAL TIZENO ROBERT TROY . CITY ATTORNEY WILLIE ',SAE" LEWIS, JR. te.r& DERRICK FREEMAN KERRY "rWIN"THOMAS Siddons- Martin Emergency Group — Preventive Maintenance & Repair to Fire Dept Vehicles Original Contract Period: March 11, 2013 to March 10, 2014 Original Contract Price: Per attached Appendix A Proposed Contract Renewal Period: March 11, 2014. to March 10, 2015 `• Yr I agree to renew my existing contract at the original contract price and proposed renewal period listed above. ❑ I disagree (if so, please-give brief explanation) 1/491( akidood air -1,-V? —G &a (. Printed Name Telephone No • a bob-0/ Signa a Date Must be signed by a person having authority to bind the firm in a contract. I . Purchasing Division /Finance Dept 1 Sha Tubbs, CPPO, CPPB, Purchasing Mena eer P.O. Box 1089)444 4th Streets{ Port Arthur, Texas 776411 409.983.8160 1 Fax 409.983.8291 www.portarthur.net 1 purchasingrgportarthur.net p � AIPPENDIX CHARGES FOR SERVICES a. Provide total cost per engine for seminal PM including parts and labor b. Provide total cost per engine for annual PM including parts and labor ti/,.‘o . o. Provide total cost per aerial device for semi - annual PM including parts and labor d. Provide total cost per aerial device for annual PM including parts and labor 279c °# e. Provide total cost per rescue unit for semi- annual PM including parts and labor M 5 • °° • f. Provide total cost per rescue for annual PM including parts and labor /4 : • g. Proposer will be responsible for removal and proper disposal of all waste fluids and filters and filters after completion of services. The foes for these services are to be included in the cost of each maintenance price. h. Synthetic fluids, if requested by the Fire Department, will require an additional fee above the normal oil price rates listed in the prices above. i. Hydraulic mounted generator services may require additional parts and labor that will be quoted on a separate estimate at the time ofservice. j. Provide total cost fora wheel's off brake inspection t e . { k. Provide normal business hourly labor ram at vendor's location of business I. Provide road service hourly rate during normal business hours /Ol . J m. Provide road service after normal business hourly labor rate 11.5..E n. Provide travel rates for road service (travel hours x hourly rate) ID!..St7 o. Specify normal operating business hours of your business 7i J /..1, 3P/01 p. Provide percent mark -up for parts and materials, over costs, for ors A rX /.L1 • �1a' for to.e� /. 7 Oa 33 q. Provide percent mark -up for work which is subcontracted COT X 40 , " r. Lodging rates will be reimbursed to Proposer by customer if out oftown overnight travel is required. These rates will be reimbursed at the local and current average lodging rates. Receipts for lodging must be provided by Proposer at tithe of invoicing to seek reimbursement rob, /4% APPENDIX B LETTE_ O11NTE�_ _ _ $T RFP — Fire Apparatus Preventive Maintenance (PM) and Repair Deadline: February 6, 2013 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Fort Arthur, TX (City) to supply a Fire Apparatus Preventive Maintenance and Repair contract. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following: + Completed RFP Letter of Interest Form i $ Completed Affidavit + Completed Conflict of Interest Form Firm understands that the City is not bound to select any rum for the final pre - qualified list and may reject arty responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be rearmed. Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. /J A1d d £mfd arrt, /J Firm Nacre Data An raze 3l guature Title Moy D•.9 ►.., ?/v -poi ? Name (please print) Telephone 1/11 a rdo6/ - Email APPENDIX C AFFIDAVIT All es in �8 proposer's responses containing statements, ietteis, 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 further agree to pay succeeding debts as they become due. 1 hereby certify that 1 do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. 1 Ibrther agree to pay succeeding debts as they become due. I hereby certify that I doh outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I %niter agree to pay succeeding debts as they become due. 14//i7A41 Tit1 41.1 er 4/4/410 //1/, As sL Firm N Date Au : rized Signature Title Name � /S PS '� °�vg 7 (please print) Telephone coctory Email STATE: /IArws t 111.0111A MALES 1 4 ° . byAr4 to COMIRISsiso blares COUNTY: kb-rei 3 :7,2014 B e�a F • SUBSCRIBED AND SWORN to before me by the above named i2 j 1, r» rn on this the " day of A • . 20 /3 . Notary Pa is RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL } ,•y ,-, P• 3 APPR1YDDICD CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For Vendor er other person dotag business with local governmental entty This questionnaire reflects changes made to the law by H3. 1491, 80" Leg., Regular Session. This questionnaire is being filed in accordance with anger 176, Local Government Code by a person who has a business relationship as defined by Secfion 176.001(1 -a) with a local govaamental entity end the person meets requirements under Section 176.006 (e). By law this questionnaire must be flied with the records administrator of the load governmental entity net tfter than the 7 business day after tiro date the person becomes aware of has that require the statement to be tiled. See Section 176.006, Local Gocnnu uatt C• A person commits an offense lithe person knowingly violates Section 176.006, Local Govamnent Code. An offense under this section is a Class C misdemeanor. 1. Name of person who has a btu relationship with heal governmental entity. A 2. a check this box Hyatt are filing an update to a previously iced questionnaire. (The law requires that you Me an updated completed gnestionnah a with the appropriate tiling authority not later than l business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Name of a local government officer with whom filer bas employment or bum relationship. Name of Officer This section (item 3 Including subparts A, B, C, & D) must be completed fir each officer with whom the filer has an anployment or otter business relationship as defined by Section 176.001 (1-a), local Government Code. Attach addldona1 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 inoowe, ilom the fi of the questionnaire? ❑ Yes Q No B. Is the filer of the questionnaire receiving or tikety to receive taxable income, after than btvestmem ink from or at the direction of the local government officer named in this section AND the taxable income is not received Rain the local governmental entity? ❑ Yes ® No C. Is the filer of this questionnaire aaployed by a ooepotetion or other business entity with respect to which the local government Officer serves o as officer or director, or holds an ownership of 10 percent or more? Yes © No D. Desert • ;; ' employment or business relationship with the local government officer named In this section. 4. I !': business with the governmental entity Date