HomeMy WebLinkAboutPR 18961: CONTRACT WITH H D SUPPLY MEMORANDUM
CITY OF PORT ARTHUR
UTILITY OPERATIONS DEPARTMENT
TO: Brian McDougal, City Manager
FROM: Jimmie Johnson, PhD., Director of Utility Operations
DATE: April 8, 2015
RE: Proposed Resolution No. 18961
COMMENTS
RECOMMENDATION
I recommend that the City Council approve Proposed Resolution No. 18961 authorizing
the second year (first renewal) of a contract for the purchase of Repair Clamps with H D
Supply, of Beaumont, Texas in the total annual not to exceed amount of $134,112.05.
BACKGROUND
Repair clamps are used to make repairs on leaking pressure pipes. Most of these leaks
are water mains, but we do have an occasional sewer force main leak. While these
clamps are designed and constructed of stainless steel, they are meant as a temporary
fix until the line can be replaced. Many leaks we find are old repair clamps that are just
past their design life.
Per Resolution No. 14-161, H D Supply, of Beaumont, Texas was awarded the contract
since they provided lowest and best bid, meeting the specifications. They have agreed
to extend their current pricing another year, as allowed by our bid specifications.
BUDGET/FISCAL EFFECT
This equipment will be maintained in our Warehouse inventory and charged to the
appropriate account when used: Accounts #410-1253-532.35-00 (Water System), and
#410-1255-532.33-00 (Sanitary Sewer Systems) for routine line maintenance.
STAFFING/EMPLOYEE EFFECT
Existing staff will administer this contract and monitor the contractor's performance.
SUMMARY
The Utility Operations Department recommends that the City Council authorize the
second year (first renewal) of the contract for Repair Clamps to H D Supply, of
Beaumont, Texas, in the total annual not to exceed amount of $134.112.05.
P. R. No. 18961
04/08/15jt
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE SECOND YEAR
(FIRST RENEWAL) OF A CONTRACT BETWEEN THE
CITY OF PORT ARTHUR AND WITH H D SUPPLY OF
BEAUMONT, TEXAS, FOR THE PURCHASE OF
REPAIR CLAMPS FOR THE UTILITY OPERATIONS
DEPARTMENT, IN THE TOTAL NOT TO EXCEED
AMOUNT OF $134,112.05 ANNUALLY. FUNDS ARE
AVAILABLE IN ACCOUNT NOS. 410-1253-532.35-00 &
410-1255-532.33-00.
WHEREAS, the Utility Operations Department routinely uses repair clamps to maintain
the Water Distribution and Wastewater Conveyance pressure systems throughout the City; and,
WHEREAS, per Resolution No. 14-161, the City Council awarded a one (1) year
contract to H D Supply of Beaumont, Texas, for the purchase of repair clamps, with the option to
renew the contract for two (2) additional one year periods.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
THAT, the City Manager is hereby authorized to execute the second year (first renewal)
of the non-exclusive contract between the CITY OF PORT ARTHUR and H D SUPPLY, of
Beaumont, Texas, with the option to renew for one (1) additional one year period, in the total
amount not to exceed $134,112.05 annually, in substantially the same form as attached hereto as
Exhibit"A"; and,
THAT, the City can terminate this contract at its convenience with 30 days written
notice; and,
THAT, funding for this material is provided for in the Utility Operations Operation and
Maintenance budget; and,
P. R. No. 18961
04/08/15jt
Page 2 of 3
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 ,
2015 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:
Valecia Tizeno, ity ttorney
P. R. No. 18961
04/08/15jt
Page 3 of 3
APPROVED FOR ADMINISTRATION:
Brian McDougal Jimmie Johnson, Ph.D.
City Manager Director of Utility Operations
Utz
Shawna Tubbs, CPPD, CPPB
Purchasing Manager
APPROVED AS TO AVAILABILITY OF
FU S11nL
Deborah Echols, CPA
Director of Finance
Account No. 410-1253-532.35-00
410-1255-532.33-00
P. R. No. 18961
EXHIBIT "A"
P. R. No. 18961
PURCHASING CONTRACT
AGREEMENT
THIS AGREEMENT is made this the of , 2015, by and
between an individual, firm partnership or corporation, H D Supply of Beaumont, Texas,
hereinafter called "Vendor", and the City of Port Arthur, a municipal corporation organized
under the laws of the State of Texas, hereinafter called the "Owner" or"City".
WITNESSETH: That for and in consideration of the payments, terms, conditions and
agreements set forth herein, Owner and Vendor agree as follows:
1. Pursuant to Resolution No. 14-161, the City entered into a one (1) year
contract with the option to renew for two additional one year periods. The parties hereby agree
to exercise said option for the second year (first renewal).
2. The term of this Contract shall be from April 15, 2015 to April 14, 2016,
unless sooner terminated under the provision hereof. The City can terminate this contract at its
convenience which includes, but not limited to, funding not being available in any budget cycle
with ten(10) days written notice.
3. The Vendor will provide Repair Clamps, as delineated and submitted in their bid
on March 19, 2014.
4. During the term of this Contract, the Vendor will furnish all of the materials and
supplies, as stated in the specifications, described as:
Repair Clamps
5. The Vendor agrees to deliver all materials on an as-needed basis during the term
of this contract, in a not-to-exceed maximum amount of $134,112.05, as shown in the Bid
schedule.
6. The term"Contract Documents"means and includes the following:
A. Agreement
B. Specifications *
C. General Information *
D. Bid *
E. Notice to Proceed *
*These items were attached to the original letting contract. The agreement is only included in
this renewal.
P. R. No. 18961
7. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
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.
SIGNED AND AGREED to on the day of , 2015.
WITNESS: CONTRACTOR:
H D SUPPLY
By:
Print Name: Print Name:
Title:
SIGNED AND AGREED to on the day of , 2015.
ATTEST: CITY OF PORT ARTHUR:
City Secretary Brian McDougal, City Manager