14 - Three-year renewal contract with Sanitation Solutions for demolition & debris removalItem No. 14
TO: Mayor, Mayor Pro -Tem & City Council
Grayson Path, City Manager
FROM: Andrew Mack, AICP Director Planning & Community Development
Robert Talley, Code Enforcement Supervisor
SUBJECT: Renewal of 3 -Year Contract for Code Enforcement Demolition with Sanitation
Solutions
MTG. DATE: December 13, 2021
BACKGROUND
Community Development Code Enforcement Staff put out for bids the contract service for
demolition of dilapidated structures and disposal fees at the landfill. These are for structures that
have become dilapidated and demolition orders have been placed on them by the City's Building
& Standards Commission. The bid deadline and opening time was 4:00 p.m. on December 2"d
Only one bid was received by Sanitation Solutions who is the current contract holder which expires
at the end of 2021.
Sanitation Solutions contract bid amount came in at $36.63 per ton for demolition and removal.
This is up $3.28 per ton, or approximately 9% from the previous 3 -year contract. This is believed
to be due to the normal increased cost of providing the service.
BUDGET
$100,000.00 demolition and removal, and $30,000.00 landfill fees.
RECOMMENDATION
It is recommended that the new contract be awarded to Sanitation Solutions, Inc. for demolition
and removal of $36.63 per ton, with the contract length of three years.
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS
APPROVING A THREE-YEAR RENEWAL CONTRACT WITH SANITATION
SOLUTIONS, INC. IN THE AMOUNT OF $36.63 PER TON FOR DEMOLITION
AND DEBRIS REMOVAL OF CONDEMNED STRUCTURES; MAKING OTHER
FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING
AN EFFECTIVE DATE.
WHEREAS, in response to a Request for Proposals for contract services for
demolition of dilapidated structures and disposal fees, the City received one proposal dated
December 2, 2021 from Sanitation Solutions, Inc.; and,
WHEREAS, Sanitation Solutions, Inc. contract bid amount was $36.63 per ton for
demolition and removal, up $3.28 (approximately 9%), from the previous three-year
contract; and,
WHEREAS, Sanitation Solutions is the current contract holder and the increase is
believed to be due to the normal increased cost of providing services; and,
WHEREAS, the City Council approves a three-year renewal contract with Sanitation
Solutions, Inc. for demolition and disposal fees for dilapidated structures attached hereto
as EXHIBIT A.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS, THAT:
Section 1. The findings set out in the preamble to this resolution are hereby in
all things approved.
Section 2. The City Council hereby awards a three-year contract attached hereto
as EXHIBIT A, for the demolition of dilapidated structures and disposal fees to Sanitation
Solutions, Inc., at a rate of $36.63 per ton.
Section 3. This resolution shall be effective immediately upon passage.
PASSED AND APPROVED this 13th day of December, 2021.
Paula Portugal, Mayor Pro Tem
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Stephanie H. Harris, City Attorney
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THIS AGREEMENT is entered into this _day of2021, by
2nd between the City of Paris, Paris, Texas, hereinafter Galled OWNER, and
I with main offices located at
Texas; hereinafter called CONTRACTOR.
1.01 OWNER employs CONTRACTOR to perform and CONTRACTOR agrees to
perform structural demolition services in accordance with the bid form; in
accordance with the Master Specifications attached hereto-, and in accordance with
this Agreement.
1.02 CONTRACTOR shall complete all services under this Agreement within
months from the date of execution hereof.
1.03 OWNER agrees to provide work orders to CONTRACTOR by no later than the fifth
day of each month. There is no guarantee of the number of work orders which
will be provided; however, CONTRACTOR agrees to complete, In their entirety, no
fewer than five (5) outstanding work orders by no later than the last day of each
month. Work orders should be completed in the order in which they were given
to CONTRACTOR, and CONTRACTOR shall bill OWNER for completed work
orders in accordance with Section 1.06 hereof.
1.04 Additional time to perform monthly work orders will be allowed by the OWNER only
in the instance of substantial weather delays which make performance impractical,
as determined exclusively by and approved by the OWNER. Weather delays will
be considered by the OWNER only if requested immediately by the
CONTRACTOR. Because CONTRACTOR will be completing work orders based
on a monthly schedule, CONTRACTOR shall ensure that OWNER is made aware
of any and all weather delays that occur throughout the month in the event those
weather delays result in CONTRACTOR's failure to complete the required number
of work orders by the monthly deadline.
1.05 OWNER and CONTRACTOR recognize that time is of the essence of this Agreement and
that OWNER may suffer financial loss if the Work is not completed on schedule with
the Citys fiscal year and within the times specified above, plus any extensions thereof
allowed in accordance with this Agreement They also recognize the delays,
expense, and difficulties involved in proving in a legal or arbitration proceeding the
actual loss suffered by OWNER if the Work is not completed on time, Accordingly,
orders. M does ♦ apply i outstanding worrders rd'beyond the
minimum five (5) requirei in Section 1.03.
1.06 CONTRACTOR must submit bills to OWNER on a monthly basis for all work
completed ! i the monthby ! later than the fifth day of f f f
Bills should include a cover page showing the full amount due for the month,
completed 4..; orders # i the costper
structure, and landfill trip tickets for
debris related to the demolition i additional f be
permitted i ! ! " fl in advancei by i ` order.
shallNo extra charges will be permitted for weather delays. CONTRACTOR will be
paid within thirty (30) days of receipt of invoice by OWNER for work completed in
conformance with the specifications, bid forms, and this contract. Nothing herein
require! expend more fundsbudgeted
for this activity as approved by City Council.
1.07 The CONTRACTOR shall, for all purposes hereunder, be considered ar
independent contractor.
1.08 CONTRACTOR shall be responsible for the safety of operations and shall provide
appropriate safety warningfor protection of f Provision of
safety includes use of appropriate barricades, traffic control, control of the use of
equipment or pedestrians, i provision of other controls and warnings
Ps needed,
1.09 OWNER shall not be liable to CONTRACTOR, CONTRACTORS agents,
employees, !. r• ! ..`visitors,guests, or invitees, nor
pedestrian or bystander ♦r any damage or `♦ by acts or negligence
of OR Or` officers,!lf agents,or or
resulting from the operation of any device or equipment located upon the
contracted !,roll` or a,,, appurtenance .f nor fordamage or
from any defect or want of repair of any structure or device on the contracted
property -
1.10
ff.
CONTRACTOR agrees l .. and keep
harmless OWNER l
any d all demands,debts, liabilities,and causes of f of
kind ♦..... ♦,.unt of injury or damage to any person or property, f from
connected f! contractual duties provided by
hereunder.CONTRACTOR
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1.11 CONTRACTOR is required to provide, during the term of this Agreement, and to
^4 and maintain in full forceand effect, a policy or policies of «u
providing $500'000.00 per person and $1,000,000.00 aggregate
indemnifying the CONTRACTOR f the OWNER as a named insured for and
all damages,personal or property damages `f in carrying out the
duties of this contract,or part thereof,of -r f- of the
CONTRACTOR, agents,f and shall pay all premiums
thereondue. CONTRACTOR shall also be obligated to maintain workers
compensation insurance in conformanceand if required by
1.12 It is expressly provided that all insurance policies required hereunder shall and
must be by -fu; ,f - insurance companyor f f,; and
where
appropriate oadditional insured, subject to approval
by the City Attorney of the City of Paris, and the CONTRACTOR's selected
insurance canrier or carriers shall deliver a copy of any such policies to the City
Clerk of the City of f said City Clerk a current letter or
amendment certificate
from such company or companies, evidencing the fact that such insurance is in full
force and shall remain in effect at all times during this contract period. All such
policies shall be written so that OWNER will be notified of cancellation or of any
restrictive of policies M days prior f the effective
fi.te of f or amendment.fl i. be .M "` to the OWNER by
certified mail, return receipt requested, addressed to the City of Pads at the
following address: City Clerk, City of Pads, P.O. Box 9037, Paris, Texas 75461-
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1.13 CONTRACTOR shall keep and perform every agreement and covenant herein.
In the event CONTRACTOR shall default in any covenant, condition, provision, or
stipulation f f OWNER may notifyA verballyor, at its
discretion, in writing, that a discrepancy has occurred. Notice when given
CONTRACTORinclude a description of the discrepancy and directives for correction.
- solely . ff,. f to completeas contracted,
notifywhether notified of a discrepancy by OWNER or not, and failure of OWNER to
of such discrepancy ft excuse CONTRACTOR's obligations
f
+ OWNER will notbe responsible forwork,'" f ` .t work that was due to
CONTRACTOR ` tf or omission,or + breakdown of equipment.
properties■ `,f.l dumping f other misuse, and it is
expresslyROR obligation ti use cautionperforming work
at all times.
1.15 OWNER may terminate this agreement foror at its convenience
during the period of performance. If terminationfor cause, CONTRACTOTI
shall immediatelycease further servicesand '. be compensated only for tha
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1.16 This Agreement may not be subcontracted, in whole or in part, Without the
OWNER's express written approval in advance of the services.
1.17 CONTRACTOR should not discriminate against any employee because of race,
color, religion, sex, national origin, age, or disability.
1.18 The provisions of this Agreement are severable, and if any provision or part of this
Agreement or the application thereof to any person or circumstance shall ever be
held by any court of competent jurisdiction to be invalid or unconstitutional for any
reason, the remainder of this Agreement shall not be affected thereby.
1.19 This Agreement embodies the entire understanding between the parties and there
are no prior effective representations, warranties, or agreements, written or oral,
between the parties.
1.20 This Agreement shall be subject to all present and future valid laws of the United
States, State of Texas, and Ordinances of the City of Pads.
1.21 All serVices to be performed hereunder shall be and are to be rendered exclusively
in Lamar County, Texas. Venue for any State Court cause of action arising out of
or in any way related to this contract shall lie exclusively in the courts of Lamar
County, Texas, and venue for any Federal Court cause of actiow,,
lie
exclusively in the U.S. District Court for the Eastern District of Texas, Tyler
Division.
1.22 By executing this Agreement, the CONTRACTOR hereby certifies that the on
person or persons interested in this Agreement as principals are named herei
and the CONTRACTOR during the bid process or otherwise has not, either direct
or ind irectly, entered into any agreement, participated in any collusion, or otherwi
taken any action in restraint of free competitive bidding in connection with t
services contracted herein. Collusion in the bid process will constitute
substantial breach of the contract and justify termination of the Agreement by t -
OWNER for cause. I
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Executed in duplicates, each of which is deemed to be original and as of the day
and date first written in this Agreement.
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TOT I!MVIVI
P. 0. Box 9037
Paris, TX 75461
The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into an
aKreement with OWNER in the form included in the Contact Documents to perform and
furnish all Work as specified or indicated in the Contract Documents and Master
Specifications for the Contract Price and within the Contact Time indicated in this Bid and
in accordance with other terms and conditions on the Contract Documents.
2. BIDDER accepts all terms and conditions of the Advertisement or Invitation to Bid ant
Instructions to Bidder. This Bid will remain subject to acceptance for sixty (60) days after
thedayofBidoperdng. BIDDER will sign and submit the Agreement with the Bonds and
other documents required by the Bidding Requirements within fifteen (15) days after thii
date of OWNER'S Notice of Award.
(a) BIDDER has examined copies of all the Bidding Documents and of the following
Addenda, receipt of which is hereby acknowledged:
Number Date
(b) BIDDER has familiarized itself with the nature and extent of the Contract
Documents, Work, and all local conditions and Laws and Regulations that in any
manner may affect cost, progress, performance, or furnishing of the Work.
(c) BIDDER has given OWNER written notice of all conflicts, errors, or discrepancies
that it has discovered in the Contract Documents and the written resolution thereof
by OWNER is acceptable to BIDDER.
(d) This Bid is genuine and is not made in the interest of or on behalf of any undisclosed
person, firm, or corporation and is not submitted in conformity with any agreement
or rules of any group, association, organization, or corporation; BIDDER has not
directly or indirectly induced or solicited any other BIDDER to submit a false or
sham Bid; BIDDER has not solicited or induced any person, firm, or corporation to
refrain from bidding; and BIDDER has not sought by collusion to obtain for itself
any advantage over any other Bidder or over OWNER.
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Description of work: Demolition and disposal of dilapidated structures located in
various areas around the city of Paris. Bidders should
carefully review the Master Specifications included in the
Contract Documents to ensure the Bid includes all potential
aspects ofproperty removal and disposal ata it and TCEQ
approved landfill (City of Paris will be directly responsible
for tipping fee), Payment will be based upon landfill trip
tickets.
Total Price Per Ton 63
(36 month contract)
Quantities are not guaranteed. Payment will be based on actual quantities.
5. BIDDER agrees that the Work will be substantially complete within twelve (12) months
after the date when the Contract Time commences to run; however, BIDDER may propo"
a longer term if it will result in a lower bid.
6. BIDDER accepts the provisions of the Agreement as to liquidated damages in the event of
failure to complete the Work on time.
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IL CONTRACTOR must submit certificates of insurance and workmen compensation
insurance in accordance with State and local law
SUBMITTED ON 2021,
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By,
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doing business as,
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Phone Number:
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(General Partner)
Business address-.
Phone Number:
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(Corporation Name)
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(State of Incorporation)
By
(Authorized Official)
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(Title)
(Corporate Seal)
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(Secretary)
Business address;
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MASTER SPECIFICATIONS
W 2 V
CITY OF PARIS, PARIS, TEXAS
B. Contractor shall mean the person or firm who is awarded the dernolition and contract for
the OWNER.
C. Cleaning and removal of trash and debris shall mean the use of any mechanical or hand
method by which filth, rubbish, refuse, or other matter that might be unhealthy and/or
unsightly is removed from any property or lot and disposed of by approved methods as
delineated in the Code of Ordinances.
D. CODE ENFORCEMENT SUPERVISOR means the CODE ENFORCEMENT
SUPERVISOR for the City of Paris.
E. Hand work/cutting shall mean the mowing of high weeds by means other than a tractor
mower and may include the use of weed eaters, brush hogs, clippers, chain saws, and other
similar tools. Other hand work may include the removal of fencing, refuse, trash, junk,
and other debris.
F. Work Order shall mean a notice in writing from the OWNER instructing the
CONTRACTOR to perform specific work at a particular location (a copy is attached
hereto).
G. Demolition shall mean the safe, timely, and complete removal of a specified structure with
the, debris removed to a City and TCEQ approved landfill.
H. Utilities shall include services provided to the structure including gas, water, and
electricity. Other services maybe involved in a particular contract.
1. Mature
it shall mean a tree having a trunk circumference of at least ten (10) inches but
less than sixty (60) inches measured four and one-half (4 1/2) feet above natural grade
level.
J. Protected tree shall mean any tree having a circumference of sixty (60) or more, measur
four and one-half (4 1/2) feet above natural grade level. I
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A. Each Work Order shall provide for one-time specific demolition required by OV%rNER for
property management and enforcement on a specified property. Exact demolition
specifies shall be provided in each Work Order.
B. CONTRACTOR shall be responsible for the safety of personnel and operations.
CONTRACTOR shall provide appropriate safety warnings for the protection of the work
area. Provision of safety includes use of appropriate barricades, traffic control, control of
the use of equipment near traffic or pedestrians, and provision of other controls and
warnings as needed or as specified by the Work Order.
C. Because time is of the essence in the filing of liens after demolition, Work Orders should
be returned to OWNER immediately upon completion of demolition. Work Orders will
not be considered CONTRACTOR's bills they are used solely for the purpose of advising
CONTRACTOR of the nature of work necessary at each location and for assisting
OWNER in nR liens.
A. Demolition shall include the removal of pnly those exact items specifically set out in the
Work Order.
B. Overall saii5ty and adverse impact to the neighborhood shall be considered a priority.
CONTRACTOR shall provide demolition within hours which are reasonable to the
conditions of the neighborhood, be cognizant and make provisions to control excessive
dust, and secure the area for the overall safety of operations as is defined within these
Specifications. CONTRACTOR shall not leave the work site when portions of a structure
or other items are in a dangerous condition. Such conditions may require posting a guard
or continuing the demolition until the condition is relieved.
C. Demolition shall follow good construction practices. It is the intent of OWNER to remove
the standing hazard as quickly as possible, and CONTRACTOR should attempt to satisfy
this. This may involve the processes of pushing, breaking, or otherwise reducing standini�
components into a pile or piles of de4ris.
the surrounding neighborhood.
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Equipment and tools left on the property are the responsibility of CONTRACTOR.
OWNER shall not be responsible for theft, damage, or adverse use of the equipment.
E. Mature and protected trees found on a property shall be protected. Contractors shall work
around the tree carefully to prevent damage to the tree and its root system. Sapling trees
and sprouts may be removed only if they are found in a path needed for access to th(�
structure.
1.03 TRASH AND RUBBISH REMOVAL BY CONTRACTOR (WHEN SPECIFIED IN
BID FORM)
A. Additional waste material shall be removed from the property and disposed of by
CONTRACTOR only if specified in a Work Order. CONTRACTOR shall not deviate
from the Specifications, shall not utilize waste removal processes that are contrary to good
practices or State law, and shall not utilize removal of waste to an unapproved site location.
Proof of mu.s.tbe
osal of all waste materiak, including
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onr,�,jrq tthe OWNER with apj,,21"O, landfill fickets
at the time of,
B OWNER reserves the right to recycle prior to or during actual demolition. This may
include removing useable structural elements, removing or separating furnishings,
shingles, and other waste components. This will be done by OWNER at its expense prior
to issuance of a Work Order.
C. OWNER reserves theright to approve any method for controlling and removing the waste.
T'his may involve using on-site containers, grinding the material to reduce the waste, or
providing that CONTRACTOR transport the waste to a City and TCEQ approved landfill.
Bidders should specify intent and include the cost of such disposal method in its Bid.
D. Junk, trash, and rubbish type material shall be removed from property only when
specifically provided by the Work Order. All such material shall be disposed of properly
at a sanitary landfill or as otherwise specified.
This type of work shall include the removal of any debris by any means and shall bi�
removed as is necessary utilizing hand work or the use of machinery.
Special attention shall be made to remove small articles, stone, metal, wire, and other
similar objects which could become a hazard if thrown by a shredder or mower.
F. Properties which have rubbish or waste which requires special handling may have specil
instructions for the removal and/or disposal of the material provided in the Work Order. I
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G. CONTRACTOR shall use equipment that is suitable for the work to be performed and the
time constraints of the bid.
1.04 LEVELING, FILLING, AND GENERAL BLADE WORK
A. Work Orders will, at times, require that lots be leveled, abandoned wells filled, holes filled,
or humps brought to normal grade. Blade work may be necessary to improve drainage,
remove humps, fill holes, or other needs. This type of work may require the use of heavy
equipment, standard box blades, angled blades, or tiller type attachments. Fill dirt
required may provided by OWNER if necessary.
I Blade work shall be carefully performed to a level approved by OWNER. This
includes leveling of the area designated and removing ruts, holes, low spots, roots,
debris, large clumps of soil, rocks, and any other material that interferes with the
maintenance of the property.
2. Wells shall be filled with clean sand or gravel type material. No exceptions.
CONTRACTOR must advise OWNER prior to filling a well if additional expenses
will be incurred.
1.05 FENCES
A. Removal of residential fences may only be provided when specified by the OWNER.
B. Removal of residential fences shall include the removal of all posts, concrete, sheet metal,
wire, brusl-� junk, etc. and may include work by hand or equipment when allowable.
When a fence is removed, the material removed is rubbish and shall be disposed of by
CONTRACTOR; however, brick or concrete may be buried on site.
1.06 DISPOSAL AND RECYCLING
A. Bricks and concrete may be buried on site at CONTRACTOR's option; however, all other
waste shall be deposited in a TCEQ approved landfill with receipts provided to the City of
Paris.
B. Contractors shall furnish written proof to the OWNER of the proper and legal disposal at
a City and TCEQ approved landfill of all materials generated from performance of the
Agreement. Final payment will not be released to CONTRACTOR until proof of proper
disposal of all items has been ftu-nished to OWNER and OWNER has confirmed that all
items listed on the Work Order have been satisfactorily completed.
1.07 UTILITIES
ul;Tv isconnects shall be the responsibility of OWNER.
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