MF0426-34_Specifications.pdf

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CITY OF BEAUMONT

PURCHASING DIVISION

BID FOR: CONTRACT FOR DEBRIS MONITORING

BID NUMBER: MF0426-34

BID CLOSE: THURSDAY, SEPTEMBER 10, 2026 AT 2:00 P.M. (CT)

PRE-BID MEETING: N/A

QUESTION CUT OFF: Thursday, September 3, 2026 at 10:00 A.M. (CT)

SUBMIT BID TO: https://beaumonttexas.ionwave.net/Login.aspx

FOR BID RESULTS:

Go to the City of Beaumont’s e-bids platform at:

https://beaumonttexas.ionwave.net/Login.aspx

FORMAL BIDS are bids the City anticipates that may come in over $50,000 and will require

City Council approval for award of the contract.

INFORMAL BIDS are bids the City anticipates that may come in under $50,000 and will not require City Council approval for award of the contract.

FORMAL BID

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INVITATION TO BIDDERS

Bids will be received by the City of Beaumont, Beaumont, Texas, until 2:00 P.M. (CT), THURSDAY, SEPTEMBER 10, 2026 and all bids will be opened and publicly read in the City Council

Chambers on that date for:

CONTRACT FOR DEBRIS MONITORING

Questions about the Bid must be submitted by 10:00 A.M. (CT) on Thursday, September 3, 2026. Answers to the questions may be provided through an Addendum.

Bid forms, specifications, and all necessary information may be downloaded from the City’s e-bids platform at: https://beaumonttexas.ionwave.net/Login.aspx.

Bids must be submitted through the City’s e-bids platform at:

https://beaumonttexas.ionwave.net/Login.aspx. Vendors must register to submit a bid or proposal.

The City reserves the right to reject any or all bids/proposals, or to accept any bids/proposal or combination of bids/proposals deemed advantageous to it.

Please make reference to Bid Number: MF0426-34

Bid Closing Date: September 10, 2026

Tina Broussard

City Clerk

First Legal Notice Publication: August 20, 2026

Second Legal Notice Publication: August 27, 2026

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1. INTENT

The City of Beaumont requests bids for debris monitoring. The intent of the bid is to have a vendor that is capable of providing this service in case of a declared emergency.

2. CONTRACT TERM

2.1 This contract shall be in effect for a period of three (3) years beginning upon award by

Beaumont City Council.

2.2 At the end of the initial three (3) year term the City, at its option, may renew this contract for a period of two (2) additional one (1) year extensions.

2.3 Any terms and conditions stated in original specifications will apply to any extended periods.

2.4 Prices stated in the bid submitted are to be firm for the initial three (3) year contract.

2.5 Price increases for any additional terms will be allowed per information provided in the

Contract Pricing/Updates section, page 16.

2.6 Approval on behalf of the City to renew this contract shall be made by the City Manager or his designee.

2.7 This contract may be canceled by either party by providing written notice at least thirty

(30) days in advance.

2.8 No minimum or maximum quantities of work are guaranteed.

3. BID DUE DATE

BIDs are due no later than 2:00 P.M. (CT), THURSDAY, SEPTEMBER 10, 2026.

BIDs must be submitted through the City’s e-bids platform at:

Please note if there are any Addendums to this bid, they will be uploaded to the e-bids site and acknowledgement of all Addendums is required.

GENERAL BID INFORMATION

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4. REQUIRED DOCUMENTS FOR BID:

Go to the City’s e-bids platform at: https://beaumonttexas.ionwave.net/Login.aspx.

4.1 Vendor must complete all items online under the ATTRIBUTES tab:

4.1.1 Bidder’s Information,

4.1.2 Conflict of Interest Questionnaire,

4.1.3 Wage Rate Requirements,

4.1.4 Addendums (if any).

4.2 Vendors must complete all items online under the LINE ITEMS tab:

4.2.1 Bid Table (pricing)

4.3 Bidders must complete and upload all items listed online under the

RESPONSE ATTACHMENTS as detailed below:

4.3.1 House Bill 1295 (HB1295),

4.3.2 House Bill 89 (HB89),

4.3.3 Bid Sheet Continued,

4.3.4 Statement of City Charter,

4.3.5 Insurance Affidavit, (Certificate of Insurance [COB1] MUST be submitted after award of contract.)

4.3.6 Forms for FEMA Contracts.

4.4 All portions of this Bid requiring data or information must be filled in completely.

4.5 BID items CANNOT be altered. If Bidder needs to include additional information, it is to be provided on a separate sheet, with the number of the bid included, as well as the bidder’s company name. Bidders may upload separate sheet(s) to the e-bid site at: https://beaumonttexas.ionwave.net/Login.aspx under the Response

Attachments tab.

4.6 All required online entries and required uploaded documents MUST be submitted for bid to be considered. Failure to do so may result in bid rejection due to non-response.

4.7 Certifications, where required, shall accompany the bid submission. They may be uploaded under the Response Attachments tab.

4.8 Bids are to be submitted through online e-bids items only. Oral, telegraphic, e-mail or telephone bids or modifications will not be considered.

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4.9 Failure to comply with information requested on any of these items will result in disqualification of the bid.

5. QUESTIONS

Specific questions concerning items or procedures in this solicitation, shall be submitted on https://beaumonttexas.ionwave.net/Login.aspx. Questions will be answered through an

Addendum and posted on the IONWAVE site. Vendors who received notification of the bid opportunity will be notified of the Addendum via email.

Questions received less than seven (7) calendar days prior to the date of opening bids may not be answered. Only questions that have been resolved by formal written addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

6. COMMUNICATIONS PERTAINING TO BID/RFP

Bidders/Proposers shall not attempt to directly contact City Council members, management, or CITY staff other than the contact person listed within this bid/RFP document, during the pre-proposal or post-proposal period unless and until award has been made, and any resulting contract or agreement has been executed. The CITY intends to respond to all appropriate questions or concerns; however, the CITY reserves the right to decline to respond to any questions or concerns. All material modifications, clarifications or interpretations will be incorporated into an addendum which will be publicly posted. All addenda issued prior to the due date and time for responses are incorporated into the bid/RFP and must be acknowledged in the bid/proposal response.

Only the written information provided shall be binding. Oral or other interpretations shall not be binding and are held without legal effect.

7. NO PERSON has the authority to verbally alter these specifications. Any changes to specifications will be made in the form of an Addendum which will be made available online at https://beaumonttexas.ionwave.net/Login.aspx. Vendors who received notification of the bid opportunity will be notified of the Addendum via email.

8. All mathematical calculations will be verified. In the event of an error by Proposer, City calculation shall be considered correct. In the event of discrepancies, the unit price stated by vendor shall be considered the bid price.

9. The City reserves the right to accept or reject any response or combination of responses deemed advantageous to it.

10. EQUAL OPPORTUNITY EMPLOYER

The successful Proposer shall warrant and agree that he/she is an Equal Opportunity Employer.

Should complaints of any form of discrimination, either in dispensation of the service, or within company hiring policies be substantiated, this contract may be terminated immediately.

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11. LOCAL VENDOR PREFERENCE

Not applicable.

12. H.B. 1295 COMPLIANCE

Texas Ethics Commission Certificate Number

The Awarded Vendor for the contract shall comply with the requirements of Section

2252.908 of the Texas Government Code as adopted in 2015 as House Bill 1295. The law requires that a governmental entity may not enter in certain contracts with a business entity unless the business entity submits a Disclosure of Interested Parties to the governmental entity. The law applies only to a contract that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million.

Compliance with the law requires that the awarded Vendor utilize the Texas Ethics Commission website to enter the required information on Form 1295 and print a copy of the complete form. The form must be signed, notarized and submitted to the contracting government entity.

The City of Beaumont, in the case of contracts formalized by Purchase Order or by other written contract, will notify the Vendor of Award by Council and request the completed Form 1295 within five (5) working days thereafter.

H.B. 1295 SIGNATURE FORM within these specifications.

13. H.B. 89 COMPLIANCE

Verification –

The Awarded Vendor for the contract shall comply with the requirements of Senate Bill 252 Ch. 2252 Certification: Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153 of the Texas Government Code as adopted in 2017 as House Bill 89

(HB89).

The law requires that a governmental entity may not enter in certain contracts with a business entity unless the business entity submits an executed HB89 Compliance form to the governmental entity.

Compliance with the law requires that the awarded Vendor complete the form and submit with bid or proposal. The form must be signed, notarized and submitted to the contracting government entity.

See H.B. 89 SIGNATURE FORM within these specifications.

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14. AWARD OR REJECTION OF BIDS

14.1 Bid will be awarded as a complete package. The City may award up to three (3) contracts a primary, secondary, and tertiary contract for these services as is most advantageous to the

City.

14.2 The City reserves the right to waive Bid or Proposal informalities, to reject any or all Bids or Proposals, and to award to the most responsible Bidder or Proposer making the most satisfying offer to the City.

14.3 The contract will be awarded to the responsible Bidder or Proposer having sufficient ability to perform the contract.

14.4 The contract may be awarded either to the lowest responsible bidder or to the bidder who provides goods or services at the best value for the City.

14.5 In determining the best value for the municipality, the City may consider:

14.5.1 the purchase price;

14.5.2 the reputation of the bidder and of the bidder’s goods and services;

14.5.3 the quality of the bidder’s goods and services;

14.5.4 the extent to which the goods or service meet the City’s needs;

14.5.5 the bidder’s past relationship with the City;

14.5.6 the impact on the ability of the City to comply with laws and rules relating to contracting with historically underutilized businesses and non-profit organization employing persons with disabilities;

14.5.7 the total long-term benefit to the municipality to acquire the Respondent’s goods or services; and

14.5.8 any relevant criteria specifically listed in the request for bids or proposals.

14.6 The bid will be awarded based on the criteria listed below:

14.6.1 Capability and experience of the Contractor,

14.6.2 Price.

14.6.3 Experience with debris monitoring projects of approximately one (1) million cubic yards.

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14.7 The Contractor may not assign (subcontract) all or part of this contract without prior consent in writing by the City.

15. WITHDRAWAL OF BIDS OR PROPOSALS

15.1 Any bidder may withdraw his bid, either personally or by written request, at any time prior to scheduled time for opening bids.

15.2 No bidder may withdraw his bid for a period of sixty (60) days after the date set for opening thereof, and all bids shall be subject to acceptance by the City during this period.

16. BID TABULATION

Bid Tabulation will be available on the City of Beaumont e-bids platform at:

https://beaumonttexas.ionwave.net/Login.aspx. Bid tabulations will not be provided via any other means. Furnishing of tabulations prior to Council action or by means other than City e-bids platform is not authorized.

17. EXPERIENCE AND CAPABILITY

Bidder shall include the following information to describe the experience and capability of the company:

17.1 Kind of company, i.e., corporation, partnership or sole proprietor. If corporation, please list names and addresses of three top corporate officers. If partnership, please list name and addresses of partners.

17.2 Number of years in operation.

17.3 Gross revenues of past two (2) years.

17.4 Largest dollar amount of contract currently in effect with a business.

17.5 Has your organization ever failed to complete any work awarded to it?

17.6 Provide any information concerning any judgments, disbarments, probations, claims, arbitration proceedings or suits filed as a result of contracts performed.

17.7 Has your organization (including owners, partners, and/or officers) ever been put on probation or disbarred from doing business with ANY governmental agency?

17.8 Provide business telephone number answered Monday – Friday, 8:00 AM – 5:00 PM.

17.9 Provide contact name(s) and phone number(s) in case of emergency.

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17.10 References from at least three (3) customers with whom your company has current or past contracts of similar size. Name, address, phone number and a contact person shall be stated for each reference.

NOTE:

These factors will be evaluated to determine your capability as a supplier.

This information shall be submitted by all bidders.

18. INCURRING COSTS

The City of Beaumont is not liable for any costs incurred in replying to this Bid or Proposal.

19. LIABILITY

THE CONTRACTOR AGREES TO INDEMNIFY, DEFEND AND HOLD

HARMLESS THE CITY OF BEAUMONT AND ITS OFFICERS, AGENTS, AND

EMPLOYEES FROM ANY AND ALL CLAIMS, CAUSES OR ACTION, AND

DAMAGES OF EVERY KIND, FOR INJURY TO OR DEATH OF ANY PERSON

AND DAMAGES TO PROPERTY ARISING OUT OF OR IN CONNECTION

WITH THE WORK DONE BY THE CONTRACTOR UNDER THIS CONTRACT,

AND INCLUDING ACTS OR OMISSIONS OF THE CITY OF BEAUMONT OR

ITS OFFICERS, AGENTS OR EMPLOYEES IN CONNECTION WITH SAID

CONTRACT. THE PARTIES INTEND THIS INDEMNIFICATION TO APPLY

REGARDLESS OF WHETHER THE CLAIM, DAMAGE, LOSS, OR EXPENSE IS

CAUSED, OR ALLEGED TO BE CAUSED, IN WHOLE OR IN PART BY THE

NEGLIGENCE OF THE SUBCONTRACTOR OR ANY INDEMNITEE.

Contractor waives all rights of recovery, and its insurers also waive all right of subrogation of damages against the City and its agents, officers, directors and employees for damages covered by the workers’ compensation and employers’ liability or commercial umbrella or excess liability or business automobile coverage obtained by Contractor required in this Agreement, where permitted by law. This waiver must be stated on the City’s approved Certificate of Insurance.

The fact that insurance is obtained by Contractor on behalf of City will not be deemed to release or diminish the liability of Contractor, including, without limitation, liability under the indemnity provisions of this Agreement. Damages recoverable by

City from Contractor or any third party will not be limited by the amount of the required insurance coverage.

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20. INVOICES

20.1 Payment by City to Vendor shall be made in accordance with the requirements of Texas

Government Code §2251.021.

20.2 Invoices must reference a Purchase Order number, Work Order number (if applicable), and the Department or Division for which goods or services are provided.

20.3 The Vendor shall submit an accurate invoice within five (5) working days from the date of delivery of goods or services.

20.4 Invoices may be submitted via email to: invoices@beaumonttexas.gov

20.5 Invoices may be submitted via U.S. Mail to:

ATTN: Accounting Division

City of Beaumont

P. O. Box 3827

Beaumont, TX 77704-3827

20.6 Faxed invoices will not be accepted.

20.7 It is the Contractor’s responsibility to obtain a purchase order number AND City

Department for invoices. This information MUST be included on invoices. Any invoicing received by the City without this correct information may not be paid.

21. FUNDS FOR PAYMENT

Funds for payment are provided by the City of Beaumont budget approved by City Council for the current budget year only. The State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved.

Obligations beyond the end of the current City of Beaumont fiscal year will be subject to budget approval.

22. CONTRACT TERMINATION

The City, besides all other rights or remedies it may have, shall have the right to terminate this agreement upon thirty (30) days’ written notice from the City Manager or his designee, of its election to do so, or if the successful bidder or proposer fails to perform the services or breaches this agreement, including the following:

22.1 By failing to pay insurance premiums, liens, claims, or other charges.

mailto:invoices@beaumonttexas.gov

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22.2 By failing to pay any payments due the City, State, or Federal Government from the successful bidder or its principals, including, but not limited to, payments identified in this

Agreement or any taxes, fees, assessments, or liens.

22.3 Upon the institution of voluntary or involuntary bankruptcy proceedings against the successful bidder or upon dissolution of the firm or business.

22.4 By violation of any provision or non-performance of the Agreement.

22.5 By death of the Contractor, or dissolution of the Contracting firm or business.

23. CONTACT INFORMATION

If any information is needed concerning specifications, please contact:

Christy Williams, Buyer III

Purchasing Division / Finance Department

Physical Address:

801 Main St., Suite 315, Beaumont, TX 77701

Mailing Address:

P.O. Box 3827, Beaumont, TX 77704-3827

Phone # (409) 880-3758 g Fax # (409) 880-3747

E-mail: christy.williams@beaumonttexas.gov mailto:christy.williams@beaumonttexas.gov

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1. The purpose of this bid is to obtain competitive responses from qualified bidders who are interested in providing contract monitoring of disaster generated events such as debris removal services and management and technical assistance delivered expediently, correctly, and cost effectively which will assure that the City receives all necessary compliance and documentation to support all eligible recovery costs from appropriate agencies.

2. Bidder shall be capable of supervising, monitoring, managing and documenting in accordance with local, state and federal regulations and guidelines, including those of the Federal Highway

Administration (FHWA) or any other governing agency, for the collection, transportation, handling, temporary staging, reduction and final disposal of debris generated by any type of disaster. Other services that may be required include damage assessment, training, exercise design, emergency planning, infrastructure restoration, interagency coordination and the ability to communicate effectively with local, state or federal agencies to document eligible recovery costs for which the City may qualify.

Bidder shall provide all expertise, personnel, tools, materials, equipment, transportation, supervision and all other services and facilities of any nature necessary to fulfill monitoring services. Bidder shall assist the City in securing reimbursement for eligible work from State and

Federal Agencies.

3. The City will use these products and services in a declared state of emergency such as hurricanes, earthquakes, tornados, man-made and natural disasters.

4. The City requires a return phone call or response from the contractor day or night within two (2) hours of a representative from the City leaving a message for assistance.

5. The City’s Emergency Management Office will administer this contract making determination of need and coordination of other existing contracts.

6. The successful bidder’s (Contractor) must be capable of assembling, directing, and managing a workforce that can complete the debris monitoring operations.

7. RECOVERY SERVICES

The City is interested in selecting a monitoring firm with field implementation experience in coastal community recovery including, but not limited to:

7.1 Right-of Entry (ROE) administration and database management;

7.2 Private property vegetative hazard removal monitoring;

7.3 Private property demolition coordination and monitoring;

BID SPECIFICATIONS

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7.4 Public property debris clearance and removal;

7.5 Marine vessel removal monitoring.

8. RESPONSE TIME

Contractor shall respond to the City’s notice to proceed within twenty-four (24) hours.

Contractor shall mobilize workforce within twenty-four (24) hours with a sufficient number of qualified professional personnel as needed and dictated by the demands of the disaster generated event.

9. DISASTER DEBRIS MONITORING SERVICES

The successful bidder will be expected to provide disaster debris monitoring services to include debris generated from the public right-of-way, private property, drainage areas/canals, waterways and other public, eligible or designated areas. Specific services may include but are not limited to:

9.1 Providing services according to the City of Beaumont Disaster Debris Management Plan.

9.2 Serving as Project Manager for disaster debris operations in the City of Beaumont.

9.3 Coordinating daily briefings, work progress, staffing and other key items with the City.

9.4 Monitoring and supervision of TDSRS or disposal locations and any other permitting/regulatory issues as necessary.

9.5 Scheduling work for all team members and contractors on a daily basis.

9.6 Hiring, scheduling and managing field staff.

9.7 Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work.

9.8 Assisting the City with responding to public concerns and comments.

9.9 Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring.

9.10 Entering load tickets electronically into a database application. Electronic load tickets are to be available for review by the City.

9.11 Digitization of source documentation (such as load tickets).

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9.12 Providing daily operational reports to keep the City informed of work progress in electronic, paper, and other formats as requested by the City, to include tonnage, cubic yards, and other standard terminology.

9.13 A Quality Control / Quality Assurance program should be implemented by the Company to minimize errors in debris monitor tickets and all documentation functions. Eligibility of work, reliability of documentation and data accuracy are critical in achieving full reimbursement for eligible project expenses.

9.14 Development of maps, GIS applications, etc. as necessary.

9.15 Comprehensive review, reconciliation and validation of debris removal contractor(s) invoices prior to submission to the City for processing.

9.16 Produce project worksheet and other pertinent report preparation required for reimbursement by FEMA, FHWA, and any other applicable for potential financial and disaster recovery efforts by City staff and designated debris removal contractors.

9.17 Produce a final report and appeal preparation and assistance.

10. EMERGENCY MANAGEMENT PLANNING AND TRAINING

As directed by the City, the contractor shall provide:

10.1 Comprehensive emergency management plans (e.g. COOP, EOP) to include plan development: review and revisions.

10.2 Comprehensive mitigation programs to include development of mitigation plan(s), staff training, cost benefit analysis, project management, environmental review and staff augmentation.

10.3 Development of a debris management plan, including identification of an adequate number of TDSRS locations that meets FEMA approval. Provide Staff training as necessary.

10.4 Procurement assistance for debris removal contractors and other services, if needed.

10.5 Project management to include the formulation and management of permanent work projects, task force management.

10.6 Technical support and assistance in developing public information.

10.7 Other training and assistance as requested by the City.

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10.8 Other emergency management and consulting services identified and required by the

City.

11. PUBLIC ASSISTANCE CONSULTING SERVICES

As directed by the City, the consultant shall provide:

11.1 Identification of eligible emergency and permanent work in accordance with the most current Public Assistance Program Policy Guidance (PAPPG) applicable to the disaster.

11.2 Damage Assessment.

11.3 Assistance in attaining Immediate Needs Funding.

11.4 Prioritization of recovery work load.

11.5 Loss measurement and categorization.

11.6 Insurance evaluation, documentation adjusting and settlement services.

11.7 Project worksheet formulation, generation and review.

11.8 FEMA, FHWA, HMGP, CDBG, NRCS and additional reimbursement support.

11.9 Staff augmentation with experienced Public Assistance Coordinators and Project

Officers.

11.10 Interim inspections, final inspections, supplemental Project worksheet generation and final review.

11.11 Appeal services and negotiations.

11.12 Reconstruction and long term infrastructure planning.

11.13 Final review of all emergency and permanent work planned.

11.14 Assisting the City by reporting to the City any issues that could impact cost reimbursement, unnecessary cost, or any liability of legal implications.

12. FEMA REQUIREMENTS

Required FEMA information for construction bids is located at the end of this document.

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13. QUALIFICATIONS OF THE FIRM

Attach on a separate sheet the following information:

Provide a description and history of the firm focusing on previous governmental experience.

Only past experience as the prime contractor with local governments will be considered.

Personal qualifications of staff with past debris monitoring experience will not be considered unless the services were part of the prime contract between the bidder and the local government.

State and federal contracts that do not reflect direct contractual obligations to perform services on behalf of the sub-grantee will not be considered to be past local government experience. Firm qualifications must include, at minimum, the following:

13.1 a) Recent experience demonstrating current capacity and current expertise in monitoring debris removal, solid waste, and hazardous waste management and disposal with projects around one (1) million cubic yards or more.

b) Provide information documenting experience on other projects of similar complexity that documents successful and reliable experience in past performance within the last fifteen (15) years.

c) The contractor must demonstrate that they have successfully performed services on at least ten (10) FEMA reimbursable disaster debris removal projects related to at least three (3) different declared disasters over the past fifteen (15) years, including at least two (2) projects involving removal of at least one (1) million cubic yards of debris.

d) Identify local government clients for whom similar services have been provided including name, contact person, description for services performed and quantity of debris monitored.

13.2 Documented knowledge and experience coordinating with Federal, State and Local emergency agencies.

13.3 Experience representing local governments with various state and federal funding sources and reimbursement processes, including FEMA, FHWA, and NRCS.

13.4 Experience with special disaster recovery program management services including

Private property/Right-of-Entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management and hauler invoice reconciliation, and contracting and FEMA appeals assistance.

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14. QUALIFICATIONS OF STAFF

Provide an organizational chart, resumes and summary of staff qualifications. Key project staff

(management staff including, but not limited to: project manager, collections and disposal operations managers, FEMA reimbursement specialist, data manager, etc.) must be full time employees of the proposing firm and have experience, working for the bidder, in the following:

14.1 Experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal. The bidder must demonstrate experience managing debris monitoring for local governments.

14.2 Documented knowledge and experience of Federal, State and Local emergency agencies, State and Federal programs, funding sources and reimbursement processes.

14.3 Experience with special disaster recovery program management services including private property/Right-of-Entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management and hauler invoice reconciliation and contracting and FEMA appeals assistance.

CONTRACT PRICING/UPDATES

15. AMENDMENT

After the initial three (3) year term, it is the intention of the City to amend this contract as required reflecting product and service changes or price adjustments during the contract period.

Price increase requests must be received no later than ninety (90) days prior to the end of contract. Dependent on the nature of product and service changes one of three methods will be used as set forth below. The increase shall be the lessor of two (2) percent or the methods listed below:

15.1 price escalation based upon CPI-U, Houston/Galveston Area;

15.2 the Federal Emergency Management Agency (FEMA) reimbursement rate method;

15.3 or formal contract amendment method.

NOTE: The City Manager must approve any price adjustment or contract Amendment.

16. INSURANCE

The Contractor shall at all times during the Contract maintain in full force and effect insurance as stated in Attachment “A”.

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16.1 A certificate of insurance or a copy of the insurance policies as well as the forms provided in attachment “A” shall be furnished to the City within five (5) working days after the award of bid. The forms provided in attachment “A” must be completed by the Awarded

Contractor’s Insurance Agent.

16.2 The City shall be named as additional insured on all policies. Should any insurance required by this Contract lapse, the Contractor shall immediately cease all operations as of the time and date of such lapse and shall not resume any operations until authorized in writing by the City. If the lapse period extends fifteen (15) days, the City may terminate the

Contract, and the Contractor shall be in breach of this Contract.

16.3 Should the City of Beaumont receive notices of insurance cancellation two (2) or more times within any twelve (12) month period, the City may cancel this Contract.

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DISCLAIMER:

All PRICING worksheets within bid/RFP specifications are for vendor’s use only in building pricing and will NOT be accepted or considered for use for award of contract by the City of Beaumont. Pricing entered into IONWAVE under LINE ITEMS will be FINAL and the ONLY pricing considered for award of bid/RFP.

Bid Worksheet and Required Documents

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BIDDER'S INFORMATION SHEET

NOTE: THIS FORM TO BE COMPLETED ONLINE UNDER THE ATTRIBUTES TAB.

1. Kind of Company (check one): Corporation Partnership Sole Proprietor

If corporation, please list names and addresses of three (3) top corporation officers.

If partnership, please list names and addresses of partners.

2. Number of years in operation.

3. Gross revenue for the past two (2) years.

4. Largest dollar amount of contract currently in effect with a business.

5. Has your organization ever failed to complete any work that it was awarded?

6. Provide information concerning any judgments, claims arbitration proceedings or suits filed as a result of projects performed.

7. Has your organization (including owners, partners, and or officers) ever been put on probation or disbarred from doing business with ANY governmental agency? If so, please list organization, time, and length of disbarment or probation. (Failure to provide this information may result in the

City not awarding the contract to your company).

8. Business telephone number answered Monday – Friday, 8:00 AM – 5:00 PM.

9. Provide contact name(s) and phone number(s) in case of emergency.

10. Provide references from at least three (3) customers with whom your company has current or past contracts of similar size. Name, address, phone number, and a contact person shall be stated for each reference.

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Bid Worksheet

NOTE: PRICING BE ENTERED ONLINE UNDER THE LINE ITEMS TAB.

ITEM NO. POSITIONS HOURLY RATE

1 Project Manager $

2 Operations Manager(s) $

5 Field Supervisors $

6 Debris Site/Tower Monitors $

7 Environmental Specialist $

8 Collection Monitor (Citizen drop-off site monitors) $

9 Field Coordinators (Crew Monitors) $

NOTE:

a) The hourly labor rates shall include all applicable overhead and profit.

b) Overtime hours will be paid at the same rate as regular time hours.

c) All normal expenses shall be absorbed in hourly rates, including lodging, meals, transportation, and per diem.

d) Costs for additional optional positions and services may be provided on a separate sheet.

DISCLAIMER:

All PRICING worksheets within bid/RFP specifications are for vendor’s use only in building pricing and will NOT be accepted or considered for use for award of contract by the City of Beaumont.

Pricing entered IONWAVE under LINE ITEMS will be FINAL and the ONLY pricing considered for award of bid/RFP.

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HOUSE BILL 1295 (HB1295) VERIFICATION

Texas Ethics Commission Certificate Number

NOTE: THIS FORM TO BE COMPLETED AND UPLOADED ONLINE

UNDER THE RESPONSE ATTACHMENTS TAB.

HB 1295 -- Section 2252.098 of the Government Code states “a contract that requires an action or vote by the governing body of the entity or agency, or the value of the contract is at least one million dollars ($1,000,000), must provide a Disclosure of

Interested Parties Form on the Texas Ethics Commission website”.

Within five (5) working days after the award of contract by Beaumont City

Council, the awarded vendor must complete the information requested on the Texas

Ethics Commission website and provide the certificate number to the Purchasing

Department. The Texas Ethics Commission website is: www.ethics.state.tx.us

At the home page, click on Form 1295 Filing Application, and follow the instructions.

Upon completion of the information on the website, provide the completed form and certificate number to the following Purchasing e-mail addresses:

terry.welch@beaumonttexas.gov

I understand the requirement as stated above and will comply within five (5) working days after the award of contract by Beaumont City Council.

Signature Company Name

Printed Name Date Signed

Title

Revised 4/29/16 /bd http://www.ethics.state.tx.us/ mailto:terry.welch@beaumonttexas.gov

Page 23 –Debris Monitoring – MF0426-34

NOTE: THIS FORM TO BE COMPLETED, NOTORIZED AND

UPLOADED ONLINE UNDER THE RESPONSE ATTACHMENTS TAB.

I, ______________________________________________________________________________, the undersigned representative of

, (Company or Business Name)

(Company or Business Name) (hereafter referred to as “Company”), being an adult over the age of eighteen (18) years of age, verify that the company named-above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270:

1. Does not boycott Israel currently; and

2. Will not boycott Israel during the term of the contract the above-named Company, business or individual with the

City of Beaumont, Texas.

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly- owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.

DATE SIGNATURE OF COMPANY

REPRESENTATIVE ON THIS THE ________ day of ___________________________, 20______, personally appeared

________________________________________________, the above-named person, who after by me being duly sworn, did swear and confirm that the above is true and correct.

NOTARY SEAL __________________________________

NOTARY SIGNATURE

Senate Bill 252 Ch. 2252 Certification Pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section

806.051, Section 807.051 or Section 2252.153. I further certify that should the above-named company enter into a contract that is on said listing of companies on the website to the Comptroller of the State of Texas which do business with Iran, Sudan or any foreign terrorist organization, I will immediately notify the City of Beaumont’s Purchasing Department.

Date Signed Signature of Company Representative

Name in Printed Form

House Bill 89 (HB89) Verification

Page 24 – Debris Monitoring – MF0426-34

PLEASE CHECK THE FOLLOWING THAT WILL APPLY TO YOUR COMPANY

Ownership of Firm (51% or more) Non-Minority Hispanic Black Other

Minority (please specify) Female Owned Handicapped Owned

Small Business (less than $1,000,000 annual receipts or 100 employees)

CERTIFICATE OF CORPORATE BIDDER

I, , CERTIFY THAT I AM , (title) OF THE

CORPORATION NAMED AS BIDDER HEREIN; THAT , WHO SIGNED

THIS BID ON BEHALF OF THE BIDDER, WAS THEN , (title) OF SAID

CORPORATION; THAT SAID BID WAS DULY SIGNED FOR AND ON BEHALF OF SAID CORPORATION

BY AUTHORITY OF ITS GOVERNING BODY AND IS WITHIN THE SCOPE OF ITS CORPORATE POWERS.

SIGNATURE OF OFFICER

TYPE OR PRINT NAME

TITLE OF OFFICER

BIDDERS

The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other Bidder, and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.

Vendor

Address

Bidder (Signature)

Bidder (Print Name)

Position With Company _ (Title)

BID SHEET CONTINUED

Page 25 – Debris Monitoring – MF0426-34

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

For vendor doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor 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 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

Name of vendor who has a business relationship with local governmental entity.

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 the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

Name of local government officer about whom the information is being disclosed.

Name of Officer

Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more.

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the government entity Date

Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021

NOTE: THIS FORM TO BE COMPLETED ONLINE UNDER THE ATTRIBUTES TAB.

OFFICE USE ONLY

Date Received

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CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.

Local Government Code § 176.001(1-a):

"Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity;

(B) a transaction conducted at a price and subject to terms available to the public; or

(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency.

Local Government Code § 176.003(a)(2)(A) and (B):

(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:

(2) the vendor:

(A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering into a contract with the vendor;

(B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that:

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering into a contract with the vendor.

Local Government Code § 176.006(a) and (a-1)

(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and:

(1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);

(2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section

176.003(a-1); or

(3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of:

(1) the date that the vendor:

(A) begins discussions or negotiations to enter into a contract with the local governmental entity; or

(B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity;

or

(2) the date the vendor becomes aware:

(A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a);

(B) that the vendor has given one or more gifts described by Subsection (a); or

(C) of a family relationship with a local government officer.

Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021

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STATEMENT OF CITY CHARTER

PROVISION ON CONFLICT OF INTEREST

The following provisions were adopted in an effort to avoid potential conflict of interest with prospective bidders and

City employees or officers in the awarding of City contracts:

1. No officer, elected or appointed, or other employee of the City shall have a financial interest, direct or indirect, or by reason of ownership of stock or share exceeding one percent (1%) in a business entity contracting with the City.

Nor shall such officer or employee be financially interested, directly or indirectly, in the sale to the City of any land, materials, supplies or services from such business entity, except on behalf of the City in his official capacity as an officer or employee.

2. Any willful violation of this provision shall constitute malfeasance in office and any officer or employee guilty thereof shall thereby forfeit their office or position.

3. Any violation of this section with the knowledge expressed or implied of the person or business entity contracting with the City shall render the contract involved null and void. (Beaumont City Charter, Article XVII, Section 9.)

I, ______________________________________ (name) have read and hereby understand the aforementioned

Beaumont City Charter provision prohibiting conflict of interest between City employees or officers and prospective bidders in the award of City contracts. I affirm, to the best of my knowledge and belief, that there is no conflict of interest between the herein stated person or business entity and any City officer or employee if a City contract is awarded. I further state that I have no outside interests that conflict or suggest a potential conflict of interest with the City. I understand that knowledge, express or implied, or concealment of such material fact could nullify and void any such

City contract awarded.

If I am awarded this contract, I herein agree to report promptly any further situation that might involve or appear to involve me in any conflict of interest with the City.

SIGNED this the _____ day of _______________, 20_____.

Name

Title

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GENERAL CONDITIONS OF BIDDING

(Revised 3/11/24)

FAILURE TO COMPLY WITH THESE GENERAL CONDITIONS OF BIDDING MAY RESULT IN THE BID BEING

DISQUALIFIED.

1. BIDDING

A. All formal and informal bids or proposals must be on blank forms furnished by the Purchasing Division. The bid must be executed personally by the bidder, or if executed by an agent, a power of attorney or other evidence of his authority to act on behalf of the bidder must accompany the bid. If the bidder is a corporation, the certificate of corporate bidder must be executed under the corporate seal by some duly authorized officer of the corporation other than the officers signing the bid.

By execution of the bid, the bidder accepts all general and special conditions of the contract and the specifications.

B. DATE & TIME: Formal and informal bids or proposals must be completed and submitted through the City of Beaumont’s e-bids platform at https://beaumonttexas.ionwave.net/Login.aspx by the date and time posted online. Bid or proposal submittals will not be accepted manually in any other format unless otherwise specified. Bids must be submitted only on forms provided by the City, unless otherwise specified.

C. WITHDRAWAL OF BID: A bidder/proposer may withdraw his bid/proposal before Council acceptance of his bid/proposal without prejudice to himself, by submitting a written request for its withdrawal to the contact person listed within the bid/RFP specifications.

D. Bids should show net prices, extensions and net total. In case of conflict between unit price and extensions, the unit price will govern.

E. No change in price will be considered after bids have been opened.

F. Unless otherwise specified, any catalog or manufacturer’s reference or brand name used in describing an item is merely descriptive, and not restrictive, and is used only to indicate type, style or quality of material desired.