HomeMy WebLinkAboutPR 18880: CONTACT WITH S-MO UNLIMITED Interoffice Memorandum
Mousing e3'Neighborhood Revitalization
To: Brian McDougal, City Manager
From: Beverly Freeman, Acting Director of Housing & Neighborhood Revitalization '
Date: February 24, 2015
Re: P.R. #18880
RECOMMENDATION:
The Housing Division recommends City Council adopt Proposed Resolution #18880,
authorizing the City Manager to execute a one year contract with the option to renew
for one additional year, between S-Mo Unlimited of Port Arthur,Texas, and the City of
Port Arthur for grass cutting services of vacant Neighborhood Stabilization Program
(NSP) properties in the areas of the City designated as areas NSP-1, NSP-2 & NSP-3.
S-Mo Unlimited of Port Arthur, Texas was the lowest most responsible bid.
BACKGROUND:
The Purchasing Division advertised in the Port Arthur News January 27, 2015, and
February 1, 2015. A mandatory pre-bid meeting was held on Thursday, February 5,
2015 at 10:00 A.M. in the 5th Floor Council Chambers located at 444 4th Street, Port
Arthur,Texas. The bid opening date was Wednesday, February 11, 2015 at 3:15 P.M.
with a total of eleven (11) vendors; five (5) vendors were from Port Arthur.
BUDGETARY/FISCAL EFFECT:
Funds will be provided from account numbers 129-1435-554.81-59 Project Number
NSP007 and 117-1404-621.59-00 Project Number HOPE 3.
STAFFING/EMPLOYEE EFFECT:
N/A
SUMMARY:
The Housing Division recommends City Council adopt Proposed Resolution #18880,
authorizing the City Manager to execute a one year contract with the option to renew
for one additional year, between S-Mo Unlimited, Port Arthur, Texas, and the City of
Port Arthur for grass cutting services of vacant Neighborhood Stabilization Program
properties in the areas of the City, designated as area NSP-1, NSP-2 & NSP-3. S-Mo
Unlimited of Port Arthur, Texas was the lowest most responsible bid.
PR 18880
P. R. 18880
2/24/15 BF/DF
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE
YEAR CONTRACT WITH S-MO UNLIMITED OF PORT ARTHUR, TEXAS, FOR
GRASS CUTTING SERVICES OF VACANT NEIGHBORHOOD
STABILIZATION PROGRAM (NSP) PROPERTIES LOCATED CITY-WIDE AND
DESIGNATED AS AREAS NSP-1, NSP-2, & NSP-3, IN THE ANNUAL NOT TO
EXCEED THE AMOUNT OF $32,000.00. FUNDS ARE AVAILABLE IN NSP
ACCOUNT NUMBER 129-1435-554.59-00, PROJECT NUMBER NSP007,AND
HOUSING ACCOUNT NUMBER 117-1404-621.59-00, PROJECT NUMBER
HOPE 3.
WHEREAS, there is a need for the Housing Division to procure grass-
cutting services of Neighborhood Stabilization Program (NSP) vacant properties; and
WHEREAS, the Purchasing Division administered a competitive bid process
and opened bids on February 11, 2015; and
WHEREAS, there was a total of eleven (11) bids submitted for Areas NSP-1,
NSP-2 & NSP-3; and
WHEREAS, five (5) of the bids were Port Arthur vendors per bid tabulation
attached hereto as Exhibit "A"; and
WHEREAS, S-Mo Unlimited was the lowest and most responsible bidder for
Areas NSP-1, NSP-2 & NSP-3; and
WHEREAS, this is a one year contract, which includes an option to renew for
one additional year.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
PR 18880
Section 1. That, the facts and opinions in the preamble are true and
correct.
Section 2. That, for purposes of this Resolution, Areas NSP-1, NSP-2 &
NSP-3 are located throughout the City.
Section 3. That, for the purposes of this Resolution, a vacant lot is defined
as a lot or parcel of land with no buildings on it.
Section 4. That, the City Manager is hereby authorized to execute, on behalf
of the City of Port Arthur, the contract with S-Mo Unlimited for the contract price of
$.0022 per square foot for the mowing of vacant lots located in the area designated
as NSP-1, $.0024 per square foot for the mowing of vacant lots located in the area
designated as NSP-2, and $.0022 per square foot for the mowing of vacant lots
located in the area designated as NSP-3, in the annual not to exceed the amount of
Thirty Two Thousand Dollars & No/100 $32,000, in substantially the same form as
attached as Exhibit "B."
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 March, A.D., 2015
at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the
following vote: AYES:
MAYOR
COUNCILMEMBERS
NOES:
MAYOR
PR 18880
ATTEST:
SHERRI BELLARD, CITY SECRETARY
APPROVED FOR FORM:
\O- I
VAL
TIZENO, ! ATTORNEY
APPROVED FOR ADMINISTRATION:
BRIAN MCDOUGAL, CITY MANAGER
BEVERLY FREEMAN, ACTING DIRECTOR OF
HOUSING & NEIGHBORHOOD REVITALIZATION
SHAWNA TUBBS, CPPO, CPPB,
PURCHASING MANAGER
APPROVED AS TO AVAILABILTY OF FUNDS:
DEBORAH ECHOLS, CPA,
DIRECTOR OF FINANCE
PR 18880
EXHIBIT "A"
X
CA H
X w o 0 0 o W
3 0 0 0 2
0 0 0 o v' ` E.4E""
ct 69
ti
a H
c
'" X cl 0 0
0 ° W
c H 0 0• 0• 0
•
0 0 0 W EA EA' EA
CU
U
U
H 4.2
cA.fir cv 4 •u H z �"y' M Mo -tr.+ 'Ly eC ' ^C! 0 'KJ O O O O W
V1 Rrc1) in 72 4 VD 00 M W 69 69 69
i0., C:' CO
C V �". 69 69 69 C
F4 O Y
E Cl)ms A H
o ct z z V
N o NW
dH EA EA d
E•
H V CC;
r.. � N N N �0 C/] O
0.4 t4O O O , P.
CC 0 O 69 69 69 V
;1.1t
V X
4,- Ck CD
4 a 4 C \• C\ C.\ H
o O
CI CD0 0 o i 4-1
bA .0 aU s9 s9 s9
U •o •.. H 3 C7
0.
o
00 0
71- cip
ct 0 0 0 ›W., 3 H
F.4 E.4 s<i cfs d et ;..^
o
~' o �~ o 0 0 W
At c j s9 sii bs ¢ },
. eq to A. o `c,.
o a a a
azzz
,--, N M
... E �" i i i
u R. C. c. .o ° - c4 c4 bo
\ 2
_ 5. z z z E •
A C7 C7 C7 •� a c:. a .�
o 0 0 N.:1 0
d c, 0 0 0 V
4 44 C7 C7 C7 MI
1:1 0
_� C ss, a. a. � 6
d a.
,- u
....44
HN M ...
Oe)
O ; ctH d eç)
5 , N M (+
0 cd
=
EXHIBIT " B "
NSP VACANT PROPERTIES
GRASS MOWING CONTRACT
THIS AGREEMENT, made this day of March, 2015 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 S-Mo Unlimited, a sole proprietorship by and through
Morris Johnson, hereinafter called "CONTRACTOR". WITNESSETH: That for and in
consideration of the payment terms, conditions and agreements set forth herein, OWNER and
CONTRACTOR agree as follows:
1. The term of this Contract shall be for one(1)year,from the date stated on the Notice to Proceed,
with an option to renew for one additional year, unless sooner terminated under the provision
hereof. The City can terminate this contract at any time.
2. The CONTRACTOR will perform mowing and trimming and removal of litter and debris on
NSP Vacant properties in Areas NSP-1,NSP-2 &NSP-3 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 comply with the terms therein for the price of$.0022 per square foot for NSP-1,
$.0024 per square foot for NSP-2,and$.0022 per square foot for NSP-3,in the annual not to
exceed the amount of Thirty Two Thousand Dollars &No/100 ($32,000).
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 complete within seven (7) days unless the
period for completion is extended otherwise by the Contract Documents.
6. The term"Contract Documents"means and includes the following:
A) Agreement
B) Advertisement for Bids
C) General Information
D) Specifications
E) Bid
F) Addendum
G) Notice of Award
H) 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 two (2) copies each of which shall be deemed an
original on the date first above written.
PR 18880
PAGE 2 OF 2-S-Mo Unlimited* MOWING CONTRACT*AREA NSP-1, NSP-2 &
NSP-3
OWNER: CITY OF PORT ARTHUR
By:
BRIAN MCDOUGAL, CITY MANAGER
ATTEST:
SHERRI BELLARD, CITY SECRETARY
CONTRACTOR: S-MO UNLIMITED
By:
MORRIS JOHNSON, OWNER
2944 7111 STREET
PORT ARTHUR,TEXAS
MORRIS JOHNSON4024@YAHOO.COM
409.460.8853
PR 18880
EXHIBIT "B "
NSP VACANT PROPERTIES
GRASS MOWING CONTRACT
THIS AGREEMENT, made this day of March, 2015 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 S-Mo Unlimited, a sole proprietorship by and through
Morris Johnson, hereinafter called "CONTRACTOR". WITNESSETH: That for and in
consideration of the payment terms, conditions and agreements set forth herein, OWNER and
CONTRACTOR agree as follows:
1. The term of this Contract shall be for one(1)year,from the date stated on the Notice to Proceed,
with an option to renew for one additional year, unless sooner terminated under the provision
hereof. The City can terminate this contract at any time.
2. The CONTRACTOR will perform mowing and trimming and removal of litter and debris on
NSP Vacant properties in Areas NSP-1,NSP-2 &NSP-3 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 comply with the terms therein for the price of$.0022 per square foot for NSP-1,
$.0024 per square foot for NSP-2,and$.0022 per square foot for NSP-3,in the annual not to
exceed the amount of Thirty Two Thousand Dollars &No/100 ($32,000).
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 complete within seven (7) days unless the
period for completion is extended otherwise by the Contract Documents.
6. The term"Contract Documents" means and includes the following:
A) Agreement
B) Advertisement for Bids
C) General Information
D) Specifications
E) Bid
F) Addendum
G) Notice of Award
H) 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 two (2) copies each of which shall be deemed an
original on the date first above written.
PR 18880
PAGE 2 OF 2-S-Mo Unlimited* MOWING CONTRACT*AREA NSP-1,NSP-2 &
NSP-3
OWNER: CITY OF PORT ARTHUR
By:
BRIAN MCDOUGAL, CITY MANAGER
ATTEST:
SHERRI BELLARD, CITY SECRETARY
CONTRACTOR: S-MO UNLIMITED
By:
MORRIS JOHNSON, OWNER
2944 7T11 STREET
PORT ARTHUR,TEXAS
MORRIS JOHNSON4024@YAHOO.COM
409.460.8853
PR 18880
CITY OF PORT ARTHUR
ADVERTISEMENT FOR BIDS
Mowing of Vacant City-Owned NSP Properties
January 27, 2015 February 1, 2015
CITY OF PORT ARTHUR,TEXAS
ADVERTISEMENT FOR BIDS ! CITY OF PORT ARTHUR,TEXAS f
ADVERTISEMENT FOR BIDS
Notice is hereby given that sealed Bids, I
addressed to the City of Port Arthur,will be Notice is hereby given that sealed Bids,
received at the Office of the City addressed to the City of Port Arthur,will be
Secretary, City Hall 444 4th Street or P. O. received at the Office of the City
Box 1089, Port Arthur, Texas 77641 no Secretary, City Hall 444 4th Street or P. O.
later than 3:00 P.M., Wednesday, Box 1089, Port Arthur, Texas 77641 no
February 11,2015 and all bids received will later than 3:00 P.M., Wednesday,
thereafter be opened and read aloud at 3:15 February 11,2015 and all bids received will
P.M.,on Wednesday,February 11,2015 in thereafter be opened and read aloud at 3:15
the City Council Chambers, 5th Floor, City P.M.,on Wednesday,February 11,2015 in
Hall, Port Arthur, Texas for certain serv- the City Council Chambers, 5th Floor, City
ices briefly described as: Hall, Port Arthur, Texas for certain serv-
ices briefly described as:
MOWING OF VACANT CITY-OWNED
NSP PROPERTIES MOWING OF VACANT CITY-OWNED
NSP PROPERTIES
Bids received after the deadline stated
above, regardless of method of delivery,will Bids received after the deadline stated
not be considered and returned unopened. above, regardless of method of delivery,will
not be considered and returned unopened.
Copies of the Specifications and other
,Contract Documents are on file in the Copies of the Specifications and other
Purchasing Office,444 4th Street, City of Contract Documents are on file in the
Port Arthur, and are open for public Purchasing Office, 444 4th Street, City of
linspection without charge.They can also be Port Arthur, and are open for public;
!retrieved from the City's website at inspection without charge.They can also be'.
1www.portarthur.net or retrieved from the City's website at
www.publicpurchase.com. www.00rtarthur.net or
www.publicpurchase.com.
MANDATORY PRE-BID MEETING IS
SCHEDULED FOR THURSDAY, MANDATORY PRE-BID MEETING IS
FEBRUARY 5. 2015 AT 10:00 A.M. AT SCHEDULED FOR THURSDAY.
CITY HALL 5TH FLOOR CONFERENCE FEBRUARY 5. 2015 AT 10:00 A.M. AT
ROOM.444 4TH STREET.PORT ARTHUR CITY HALL 5TH FLOOR CONFERENCE
TEXAS. ROOM.444 4TH STREET.PORT ARTHUR.
TEXAS.
The City of Port Arthur reserves the right
to reject any and all bids and to The City of Port Arthur reserves the right
waive informalities. to reject any and all bids and to
waive informalities.
Per Chapter 2 Article VI Sec.2-262(C)of the
City's Code of Ordinance, the City Council Per Chapter 2 Article VI Sec.2-262(C)of the
shall not award a contract to a company that' City's Code of Ordinance, the City Council
is in arrears in its obligations to the City. shall not award a contract to a company that
is in arrears in its obligations to the City.
L
Shawna Tubbs,CPPO,CPPB ftc
Purchasing Manager Shawna Tubbs,CPPO,CPPB
Purchasing Manager
FIRST PUBLICATION: January 27,2015
SECOND PUBLICATION:February 1,2015 FIRST PUBLICATION: January 27,2015
SECOND PUBLICATION:February 1,2015
CITY OF PORT ARTHUR, TEXAS
ADVERTISEMENT FOR BIDS
Notice is hereby given that sealed bids, addressed to the City of Port Arthur, will be received at
the Office of the City Secretary, City Hall 444 4th Street or P. O. Box 1089, Port Arthur, Texas
77641 no later than 3:00 p.m., Wednesday, February 11, 2015 and all bids received will
thereafter be opened and read aloud at 3:15 P.M., on Wednesday, February 11, 2015 in the
City Council Chambers, 5th Floor, City Hall, Port Arthur, Texas for certain services briefly
described as:
MOWING OF VACANT CITY-OWNED NSP PROPERTIES
Bids received after the deadline stated above, regardless of method of delivery, will not be
considered and returned unopened.
Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,
444 4th Street, City of Port Arthur, and are open for public inspection without charge. They can
. also be retrieved from the City's website at www.portarthur.net or www.publicpurchase.com.
MANDATORY PRE-BID MEETING IS SCHEDULED FOR THURSDAY, FEBRUARY
5, 2015 AT 10:00 A.M. AT CITY HALL 5TH FLOOR CONFERENCE ROOM, 444 4TH
STREET, PORT ARTHUR, TEXAS
The City of Port Arthur reserves the right to reject any and all bids and to waive
informalities.
Per Chapter 2 Article VI Sec. 2-262(C) of the City's Code of Ordinance, the City Council shall
not award a contract to a company that is in arrears in its obligations to the City.
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
FIRST PUBLICATION: January 27, 2015
SECOND PUBLICATION: February 1, 2015
DELORIS"BOBBIE"PRINCE,MAYOR \,�
% BRIAN MCDOUGAL
DERRICK FREEMAN,MAYOR PRO TEM CITY MANAGER
COUNCIL MEMBERS:
City Of �� �" SHERRI BELLARD,TRMC
RAYMOND SCOTT,JR. • CITY SECRETARY
TIFFANY L.HAMILTON
MORRIS ALBRIGHT,III C� VALECIA R.TIZENO
STEPHEN MOSELY likOrt rth u r CITY ATTORNEY
WILLIE"BAE" LEWIS,JR.
ROBERT E."BOB"WILLIAMSON Texas
KAPRINA RICHARDSON FRANK
JANUARY 27, 2015
INVITATION TO BID
MOWING OF VACANT CITY-OWNED NSP PROPERTIES
DEADLINE: Sealed bid submittals must be received and time stamped by 3:00 p.m., Central
Standard Time, Wednesday, February 11, 2015. (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, February
11, 2015 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to
attend.
MARK ENVELOPE: P15-024
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, 4th 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 writint to:
City of Port Arthur, TX
Shawna Tubbs, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
shawna.tubbsc portarthurtx.gov
Deadline for submission of questions is Friday, February 6, 2015 by 5:00 p.m.
Purchasing Division/Finance Department I Purchasing Manager,Shawna Tubbs,CPPO,CPPB
P.O.Box 10891144 4th Street I Port Arthur,Texas 776411 409.983.8160 Fax 409.983.8291
The enclosed Invitation to Bid (ITB) and accompanying Specifications and General Conditions 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 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.
SPiacutta J u f&
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
P
9vr,tom..,
•
Page 2 of 22
MANDATORY
PRE-BID CONFERENCE
A Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and
prospective bidders for Mowing of Vacant City-Owned NSP Properties will be held on Thursday,
February 5, 2015 at 10:00 a.m. at City Hall, 5th Floor Conference Room, 444 4th St, 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. 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 22
INVITATION TO BID
MOWING OF VACANT CITY-OWNED NSP PROPERTIES
(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 22
Specifications for the City of Port Arthur
Mowing of Vacant City-Owned NSP Properties
Housing Division
Scope of Work:
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:
Work Assignment:
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 must be completed within 24 hours after start. Time extension may be granted due to
inclement weather or other act of nature only when contractor requests an extension and submits it to
the City's representative.
Mowing Specifications:
1. Each lot shall be cut to a height of 2 inches by a flail riding mower, or a reel riding mower of
sufficient size, as approved by a City representative, or an equivalent. Consideration will be
given to proven past performance of the equipment on similar work and task. Residential
commercial mowers of these types or equivalent will be required for the moving of all
properties.
2. Bush hog tractors will be acceptable for grass cutting on vacant properties in the City's
residential neighborhoods at the discretion of the Director when grass on lots exceed 2 1/2
inches. On large tracts of land over half an acre in size, bush hogs will be allowed. They must
meet the required height requirements of 2 inches as stated in paragraph one above.
3. Zero turn riding mowers and walk behind mowers can be used for mowing properties.
Utilization of zero turn residential mowers will provide a better cut and enhance the overall
appearance of the neighborhoods on those lots that are not highly overgrown and will allow for
the easy operation of said equipment.
4. Litter and debris shall be disposed of properly, off site, at the contactor's expense.
5. All litter and debris shall be picked up prior to mowing and immediately following the actual
mowing and trimming to retrieve any litter missed before mowing. Mowed over litter, debris,
or trash remnants must be retrieved after mowing. It is unacceptable to leave chopped up,
mowed over debris on the lot. Doing so is grounds to cancel contract!
6. Litter and debris shall be defined as an object not intentionally placed at project site for a
specific purpose. This shall include but not limited to paper, wrappers, cans, bottles, building
materials, disposable diapers and small limbs. All such litter and debris shall be cleaned prior to
cutting of all properties. The Contractor's failure to comply with removing said paper,
bottles, and small limbs may result in non-payment for the cut of the property.
7. Sweep or blow clean all sidewalks and/or concrete areas affected by work. No grass clippings
shall be placed or blown into the City's Drainage culverts or in the streets.
8. The whole property is to be trimmed neatly (cut and/or using a weed-eater), e.g., alleyways,
around telephone poles, driveways, sidewalks, culverts, fence-lines; and around developed
structures, water meters, ditches and trees. The Contractor's failure to comply with this
specification may result in non-payment for the cut of the property.
Page 5 of 22
9. The alleyway of the assigned property is to be cut five feet (5') past the assigned property line.
The Contractor's failure to comply with this specification may result in non-payment for
the cut of the property.
10. All ditches are included as part of the property. The Contractor's failure to cut the
applicable ditch of the assigned property may result in non-payment for the cut of the
property. However, ditches deeper than four feet (4') are to be brought to the attention of
the inspector and will be dealt with on a case-by-case basis to determine the responsible
party for cutting.
11. Equipment blades are to be sharpened so that grass will be cut to the sufficiently low height.
12. The contractor shall repair or replace at his own expense any damage to materials or property
on site resulting from negligence during grass cutting or associated activities.
13. Ruts caused by contractor's equipment shall be filled at contractor's expense.
14. All contractor equipment must be inspected by the City's Housing Inspector(s) and/or staff
before contractor mows the first cut.
15. The contractor will be required to re-cut at his own expense any areas deemed to be
unsatisfactorily mown the first time.
16. All cuts deemed unacceptable by the Housing Inspectors will not be paid. With adequate and
appropriate documentation, the City's Housing Inspectors and/or staff have the right to
recommend non-payment of any properties that are missed, incomplete or when are deemed,
unacceptable.
17. The entire batch of invoices will be held until all properties that are missed, incomplete or
deemed unacceptable are completed by the Contractor.
18. Contractors must turn in a list of equipment they intend to use with their bid documents.
19. Contractors may be requested to perform additional mowing and/or other duties as
assigned by request of Housing Director.
Size of Properties:
This contract does not include any lot over one (1) acre in size.
Acreage of properties will decrease as homes are developed.
Junk and Litter:
If there are any problems encountered on city-owned vacant properties scheduled to be mowed,
such as junk motor vehicles, additional structures, excessive litter, inability to access property, or
inability to mow for any reason the contractor should bring these matters to the attention of the
City's authorized agent, before attempting to mow.
Payment:
The Contractor will submit two (2) copies of an invoice in the amount as stipulated on bid schedule
to the Housing Department upon completion of work. Payment will be made only after verification
by a City representative that work was performed satisfactorily and within the time constraints
allowed.
Page 6 of 22
•
Invoices:
Must include address of properties cut, price for each yard that was cut with a grand total, invoice
number, invoice date, correct calculation of properties cut, signature of contractor. If invoices
aren't correct when submitted, payment will be delayed.
Liquidated Damages:
1. Work must be completed within 24 hours of agreed start date as listed on attached mowing
schedule. Unless an extension is granted in writing by the Director of Housing &
Neighborhood Revitalization, the contactor will be subject to liquidated damages of $25 per
day for each lot that is not mowed within the specified time.
2. Time Extension may be granted due to inclement weather or for unforeseeable events that are
not caused by the contractor.
Emergency Plan:
An emergency plan may be invoked as a result of excessive growth and/or if the contractor is unable to
handle the 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 Director of Housing & Neighborhood
Revitalization 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.
Contract Period:
This Contract will terminate approximately twelve (12) months from date of execution with the
option to renew one (1) additional year. The City reserves the right to terminate this contract at
any time.
The City reserves the right to award a new contractor only one (1) area; existing contractors
may be awarded up to two (2) areas. 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.
Page 7 of 22
Group NSP-1
Address Square Ft Lot Size
1801 5th Street 4500 50 x 90
2216 5th Street 1274 26 x 49
2721 5th Street 7000 50 x 140
806 6th Street 7000 50 x 140
1216 6th Street 7000 50 x 140
1237 6th Street 7000 50 x 140
1319 6th Street 7000 50 x 140
1637 6th Street 7000 50 x 140
1849 6th Street 4140 50 x 82.8
2043 6th Street 5600 40 x 140
1400 9th Street 5600 40 x 140
1543 9th Street 4900 35 x 140
2226 9th Street 6300 45 x 140
627 W. 10th Street 7000 50 x 140
1706-1710 10th Street 7000 50 x 140
549 Liberty Avenue 3000 40 x 75
1630 Rev Ransom Howard St. 7000 50 x 140
330 Richmond Avenue 5000 50 x 100
430 Charleston Avenue 7000 50 x 140
621 Charleston Avenue 3000 60 x 50
600 Blk W. 5th Street 3500 25 x 140
605 W. 5th Street 3500 25 x 140
712 W 5th Street 3500 25 x 140
720 W 5th Street 3080 22 x 140
728 W 5th Street 3500 25 x 140
732 W 5th Street 3500 25 x 140
1238 5th Street 7000 50 x 140
Page 8 of 22
517 W 6th Street 3500 25 x 140
523 W 6th Street 3500 25 x 140
632 W 6th Street 3500 25 x 140
1942 6th Street 7000 50 x 140
419 W 8th Street 10000 100 x 100
1445 W 8th Street 3500 50 x 70
501 W 9th Street 8250 75 x 110
714 W 9th Street 1900 38 x 50
2818 9th Street 7000 50 x 140
601 W 10th Street 1393.6 26.8 x 52
404 Grannis Avenue 1380 23 x 60
410 Grannis Avenue 2400 24 x 100
412 Grannis Avenue 3250 25 x 130
500 Blk Grannis Avenue 1218 29 x 42
1016 Grannis Avenue 5550 37 x 150
1018 Grannis Avenue 3750 25 x 150
519 Mobile Avenue 4576 52 x 88
619 Mobile Avenue 2350 47 x 50
405 W l lth Street 3750 25 x 150
916 18th Street 7000 50 x 140
930 Abe Lincoln Avenue 3750 25 x 150
1300 Rev Ransom Howard 7000 50 x 140
500 Blk Harry Denbo 2442.5 25 x 97.7
1030 Texas Avenue 3500 25 x 140
430 Mobile 1756 35 x 50
446 Mobile 2650 53 x 50
Page 9 of 22
Group NSP-2
Address Square Ft Lot Size
609 W 5th Street 1750 25 x 70
711 W 5th Street 3500 25 x 140
725 W 5th Street 3500 25 x 140
733 W 5th Street 3500 25 x 140
735 W 5th Street 3500 25 x 140
645 W 5th Street 8120 58 x 140
1046 5th Street 7000 50 x 140
1300 5th Street 3500 25 x 150
235 6th Street 3500 25 x 140
500 Blk W 6th Street 2660 19 x 140
500 Blk W 6th Street 3500 25 x 140
513 W 66th Street 3500 25 x 140
520 W 6th Street 3472.5 25 x 138.9
529 W 6th Street 3500 25 x 140
552 W 6th Street 3500 25 x 140
600 Blk W 6th Street 3500 25 x 140
600 Blk W 6th Street 5180 37 x 140
600 Blk W 6th Street 3500 25 x 140
633 W 6th Street 1750 25 x 70
637 W 6th Street 3500 25 x 140
423 W 8th Street 2500 25 x 100
500 Blk W 8th Street 3750 25 x 150
1540 W 8th Street 2450 35 x 70
624 8th Street 3500 25 x 140
626 8th Street 3500 25 x 140
636 8th Street 3500 25 x 140
714 8th Street 5250 3735 x 140
724 8th Street 3500 25 x 140
Page 10 of 22
728 8th Street 3500 25 x 140
1148 8th Street 3500 50 x 70
612 W 9th Street 5125 41 x 25
617 W 9th Street 3500 25 x 140
620 W 9th Street 3125 25 x 125
635 W 9th Street 3500 25 x 140
600 Blk 11th Street (W) 3780, 650 27x140,10x65
416W llth Street 1750 35x50
427 Augusta Avenue 300 60 x 50
500 Savannah Avenue 2650 53 x 50
420 Thomas Blvd. 7500 50 x 150
732 Beaumont Ave. 6750 75 x 90
616 Houston Ave. 3500 25 x 140
624 Houston Ave. 3500 25 x 140
728 Abe Lincoln Avenue 3925 25 x 157
930 Blk Abe Lincoln Avenue 3750 25 x 150
730 Mobile Avenue 2628 43.8 x 60
220 Rev Ransom Howard 3500 25 x 140
600 Rev Ransom Howard 3500 25 x 140
612 Rev Ransom Howard 3500 25 x 140
1300 Rev Ransom Howard 7000 50 x 140
1008 Rev Raymond Scott 3500 25 x 140
1011 Rev Raymond Scott 1050 15 x 70
1012 Rev Raymond Scott 1750 12.5 x 140
1015 Rev Raymond Scott 2100 15 x 140
1018 Rev Raymond Scott 3500 25 x 140
Page 11 of 22
Group NSP-3
Address Square Ft Lot Size
1039 Rev Raymond Scott 5625 37.5 x 150
821 Marian Anderson Avenue 4500 30 x 150
900 Blk Marian Anderson Avenue 3500 25 x 140
909 Marian Anderson Avenue 7000 50 x 140
941 Marian Anderson Avenue 3500 25 x 140
1000 Marian Anderson Avenue 1750 35 x 50
1000 Marian Anderson Avenue 1750 35 x 50
1000 Blk Marian Anderson Avenue 1750 35 x 50
900 Texas (Freeman) Avenue 3500 25 x 140
915 Texas (Freeman) Avenue 3750 25 x 150
1000 Blk Texas (Freeman) Avenue 3500 25 x 140
1000 Blk Texas (Freeman) Avenue 3500 25 x 140
1000 Blk Texas (Freeman) Avenue 3500 25 x 140
1000 Blk Texas (Freeman) Avenue 3500 25 x 140
1116 Texas (Freeman) Avenue 2000 25 x 80
400 Grannis Avenue 2520 42 x 60
600 Blk Grannis Avenue 3920 140 x 28
600 Blk Grannis Avenue 1980 33 x 60
624 Grannis Avenue 1700 34 x 50
847 Grannis Avenue 4500 50 x 90
940 Grannis Avenue 3500 25 x 140
1000 Blk Grannis Avenue 3840 30 x 128
1000 Blk Grannis Avenue 4224 33 x 128
1000 Blk Grannis Avenue 500 10 x 50
1025 Grannis Avenue 3200 25 x 128
1037 Grannis Avenue 3200 25 x 128
1048 Grannis Avenue 3750 25 x 150
1049 Grannis Avenue 3200 25 x 128
Page 12 of 22
1100 Blk Grannis Avenue 3200 25 x 128
*725 Harding Ave. 3360 24 x 140
*721 Harding Ave. 3640 26 x 140
*727 Harding Ave. 3640 26 x 140
*739 Harding Ave. 7000 50 x 140
*700 Harding Ave. 7500 50 x 140
*721 DeWalt Ave. 7000 50 x 140
*700 Blk. Booker Washington Ave. 4200 54 x 140
*723 Booker Washington Ave. 7560 30 x 140
*726 Booker Washington Ave. 4200 30 x 140
*745 Booker Washington Ave. 4200 30 x 140
*747 Booker Washington Ave. 7000 50 x 140
*412 W. Thomas Blvd. 7000 50 x 140
*730 Roosevelt Ave. 7000 50 x 140
*748 Roosevelt Ave. 4900 35 x 140
*749 Roosevelt Ave. Lotl 4900 35 x 140
*749 Roosevelt Ave. Lot2 7000 50 x 140
*700 Blk. Abe Lincoln Ave. 3500 25 x 140
*909 Welford Ave. 3500 25 x 140
*911 Welford Ave. 3500 25 x 140
*1043 Welford Ave. 3500 25 x 140
* CDBG Property—Must be invoiced separately
Page 13 of 22
City of Port Arthur
Mowing Schedule
NSP Properties
Month Number of Cuts Week(s) beginning:
January 2016 CUTS AS NEEDED
February 2016 CUTS AS NEEDED
March 2015 CUTS AS NEEDED
April 2015 Two April 12th, April 26th
May 2015 Two May 10th, May 24th
June 2015 Two June 14th, June 28th
July 2015 Two July 12th, July 26th
August 2015 Two August 9th, August 23rd
September 2015 Two September 13th, September 27th
October 2015 Two October 11th, October 25th
November 2015 One November 15th
December 2015 One December 13th
*Notes:
1. The Housing Department office must be notified within two days after cutting for payment
processing.
2. In weeks in which inclement weather or other conditions preclude cutting, the Housing Department
is to be notified immediately.
3. Failure to adhere to 1 and 2 above can result in non-payment.
Page 14 of 22
•
CITY OF PORT ARTHUR,TEXAS
BID SHEET
BID FOR: Mowing of Vacant City-Owned NSP Properties
BID DUE DATE: February 11,2015
VACANT
ITEM# DESCRIPTION PROPERTY
1. Group NSP-1 $ 0 0 '� psf
2. Group NSP-2 $ W �+ psf •
3. Group NSP-3 $ • 00 psf
COMPANY NAME STREET ADDRESS
ren i1�� a,,'lte►
SIGNATURE OF B DER P.O.BOX
ecnE r0) � ��� Por i 7( Y) (0Y Z
PRINT OR TYPE NAME
CITY f 4&STATE ZIP
TITLE AREA CODE TELEPHONE NO
err;S (j1'‘N`DLV3 qp, <6 (Ph/CZ,
EMAIL FAX FAX NO.
Page 15 of 22
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.
aarz.i-s S-DINoscr,) //d/ 5
Firm Name Date
L471 / IL) - , `
Authorized Signa re Title
MOCris —ScO 1.-1(vS (-10q qb 0 3g S
Name(please print) Telephone
Y�or-r�S kNb0rJ q (C Nib .Coin
Email
STATE: 5
COUNTY: -Si.0 c,/&
to before me bythe above named /�/�`L 1� +S ��`\45W
SUBSCRIBED AND SWORN � ' t
on this the 1. N _ _ 6 . • 21
"Ii P"4r
TORIAN TODD ALEXAN
rAw MY Commission Exp
OSeptember 21,2015 otary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 16 of 22
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. 1491,80th 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'h 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.
1:4
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than
7'h 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 T1 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. i 1471/L-6 1, I I /s.-
g
Si nature of persodoing business with the governmental entity Date
Page 17 of 22
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 18 of 22
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.: Housing, 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 19 of 22
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
the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to
Page 20 of 22
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,
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.
Page 21 of 22
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 22 of 22
s ,, �. CITY OF PORT ARTHUR,TEXAS
r, r,hu—" - ADDENDUM NO. ONE (1)
February•9,2015
Bid Proposal For: Mowing of Vacant City-Owned NSP Properties
The following clarifications, amendments, deletions, additions, revision and/or modifications are
made a part of the contract documents and change the original documents only in the manner and
to the extent hereinafter stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract
documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID
PROVISIONS IN THE SUBMISSION OF THEIR BID.
Addendum as follows:
1. The Contractor will not be required to do site clearance, i.e. cut down trees. grind stumps,
or remove concrete. However, Contractor will be required to cut overgrown branches,
limbs and underbrush that interfere with proper lawn maintenance.
2. Spraying for weeds will be allowed along fence lines only.
3. Contractors shall use the attached form to list all pieces of equipment owned. This form
must be submitted with bid.
4. Properties in each group may be deleted during the contract period.
5. On page 14 of 22, Mowing Schedule, please delete line #1 that reads 'The Housing
Department office must be notified within two days after cutting for payment processing.
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
//`
/ r
I.
Shawna Tubbs, CPPD, CPPB
Purchasing Manager
(..j\c
Signature of Proposer Date
Grass Cutting
Equipment List
Equipment Qty Size of Cutting Deck
Bush Hog
Zero Turn or Riding Mower 40 0 I" leNwk 400
Weedeater 3 51'14 I--- N/A
Hedge Trimmers N/A
Walk Behind N/A
Chainsaw N/A
Blower / N/A
Edger / N/A
Ldnt - - // - /5"
Signature of Proposer Date
THIS PAGE MUST BE SUBMITTED WITH YOUR BID FORM.
