MOWING OF UTILITY OPERATION PROPERTIES

CHARLOTTE M. MOSES, MAYOR RONALD BURTON, CPM
HAROLD L. DOUCET, SR., CITY MANAGER
MAYOR PRO TEM
SHERRI BELLARD, TRMC
COUNCIL MEMBERS: CITY SECRETARY
WILLIE BAE LEWIS, JR.
TIFFANY L. HAMILTON EVERFIELD ROXANN PAIS COTRONEO
DONEANE BECKCOM CITY ATTORNEY
THOMAS KINLAW, III
DONALD FRANK, SR.
APRIL 11, 2026
INVITATION TO BID
MOWING OF UTILITY OPERATION PROPERTIES
DEADLINE: Sealed Bid submittals must be received and time stamped by 3:00 p.m., Central Standard
Time, Wednesday, April 22, 2026. (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, April 22, 2026 in the City Council
Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
MARK ENVELOPE: P26-029
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 or Scope of Work should be directed in writing to:
City of Port Arthur, TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov

The enclosed Invitation to Bid (ITB) and accompanying General Instructions, Conditions and Specifications 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.
Clifton Williams
Purchasing Manager
Page 2 of 27

NON MANDATORY
PRE-BID CONFERENCE
A Non Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and
prospective bidders for Grass Cutting at Utility Operations is scheduled for April 14, 2026 at 2:00 P.M., the
Water Service Center, 111 H. O. Mills Road, Port Arthur, Texas.
The purpose of the 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 construction. 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.
Page 3 of 27

INVITATION TO BID
MOWING OF UTILITY OPERATION 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 27

SUBMIT THE FOLLOWING.
A. BID SHEETS - PAGE 10-15
B. EQUIPMENT LIST - 16
C. NON-COLLUSION AFFIDAVIT - PAGE 17 (MUST BE NOTARIZED)
D. AFFIDAVIT - PAGE 18 (MUST BE NOTARIZED)
E. CONFLICT OF INTEREST - (IF NO CONFLICT WRITE N/A OR NOT APPLICABLE ON LINE
1 AND SIGN & DATE ON LINE 7- PAGE 19
F. CHAPTER 2252 CERTIFICATION - PAGE 21
G. HOUSE BILL 89 VERIFICATION - PAGE 22
Page 5 of 27

SPECIFICATIONS FOR GROUNDS MAINTENANCE
UTILITY OPERATIONS DEPARTMENT
The work to be performed under this contract is for grounds maintenance at various Water Utilities facilities
detailed on the attached bid forms (GROUP "A" through GROUP "G"). A mandatory pre-bid meeting will be
held to address any questions of prospective bidders. Prior to the bid opening, each prospective bidder shall
inspect every site listed in the attachments in order to become familiar with any site-specific requirements
necessary to comply with these specifications. Bidders are to provide unit prices for the maintenance of each
location and totals for the entire group. Award of contract will be based on bids received for the group price.
Each site for Groups "A" through "F" shall be maintained three times per month from March through October,
and once per month from November through February. The exception to this specification is that the Main
Plant, Port Acres Wastewater Plant, and Sabine Pass Wastewater Plant locations shall be mowed up to 3 times
a month year round, at approximately 10 day intervals. Bidders shall provide unit price for cutting Group "G"
sites (estimated 4 cuts per year). Note that maintenance frequency may change during the term of the contract,
as determined by the City. Unit prices provided for each site are for the City's use should we require additional
maintenance at only that site, and not the entire group.
* Invoices for services rendered under this contract are to be submitted to the Wastewater Conveyance
Superintendent, within three days of cutting, in order to check/verify completion of the work. Invoices
for work not submitted within this time frame will not be verified, and will not be paid. INVOICES
NOT COMPLETED PER THESE SPECIFICATIONS WILL NOT BE PAID.
The contractor shall furnish all supervision, labor, materials, machinery, tools, equipment, and service to
complete all work in a workmanlike manner as follows:
l . Sites in Groups A through F must be cut and trimmed with hand mower, weed trimmer, push mower, or
riding lawn mower, as appropriate. Group "G" sites are for rough-cut and shall be maintained with bush
hog and/or slope mower.
2. The schedule is attached.
3. Each site is to be clean cut and all fenced sites are required to be cut inside and around fenced areas,
where practicable, as previously done or as directed by the City.
4. Trimming is required around all in-ground facilities, fences and concrete.
5. Vegetation is to be removed from all appurtenances and fencing.
6. Area will be cleared of all litter and debris prior to any mowing.
7. Litter and debris shall be disposed of properly, off site, at the contactor's expense.
8. All litter and debris shall be picked up prior to mowing and then immediately following the actual
mowing and trimming. This is to retrieve any litter missed the first time and cut into smaller pieces by
the mower.
9. 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 shall be cleaned prior to cutting of all properties.
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10. Litter and debris shall be disposed of properly, off site, at the contractor's expense.
11. 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 street.
12. Equipment blades are to be sharpened so that grass will be cut low.
13. Entrance roads, approaches, and/or driveways are to be maintained, (where applicable), e.g., alleyways,
around telephone poles, sidewalks, culverts, fence-lines; and around developed structures, water meters,
ditches and trees.
14. For most facilities, the limits of cutting are the immediate area of past-maintenance, with a
minimum of 5 feet around all fences and entrance roads, 10 feet around structures, and ANY
areas adjacent and up to any street pavement.
a. Specifically, for the Main Wastewater Treatment Plant, a five (5) foot span from the
fence on the OUTSIDE of the perimeter shall be mown.
15. Ruts caused by contractor's equipment shall be filled at contractor's expense.
16. The contractor shall repair or replace, at his own expense, any damages to materials or property
on site, resulting from negligence during grass cutting or associated activities.
17. Contractor must provide a list of equipment with their bid documents.
18. The contractors will be required to re-cut at their own expenses any areas deemed to be
unsatisfactorily mowed.
19. Mow grass to a height of not more than 2 inches within five (5) days.
20. Time extension requests may be granted due to inclement weather or to unforeseeable events
that are not caused by the contractor through approval of the Authorized City Representative, who
can be reached at (409) 983-8556. If time extension is not given, the City reserves the right to use
another vendor if the cut is not made in a timely fashion, within three (3) days after a rain event.
21. Herbicide spray is required around all fence lines and concrete structures at Lift Stations,
Service Center, Water Towers and Pleasure Island Meter Pad, except where there is a concrete mow
strip poured under the fence line. Herbicide is required around the fence lines, buildings, tanks,
sidewalks, exposed pipes, valves, and concrete tanks and pads at all 3 Wastewater Treatment Plants.
a. Herbicide is required at the Water Purification Plant, but ONLY around the fence line.
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22. Proof of current license to spray must be provided with the bid documents if your company is
spraying.
23. The contractor should bring the inability to access property or inability to mow for any reason to
the attention of the City's authorized agent, before attempting mow.
24. Group H has construction. Contractor must go look at the property to have a proper perspective
to mow around the debris and other items.
25. Contractor should notify the City's authorized agent by email 24 hours prior to cutting of Group
F, G and H. Upon notification, the City's authorized agent will inform the Superintendents of
the Main Plant, Port Acres Plant, Utility Service Center and the Water Treatment Plant of the
date contractor is expected onsite such that vehicles can be moved to prevent damage.
26. Contractor shall complete each individual cut within two days of starting the cut unless weather
prevents completion. If contractor cannot finish the cut within two days, contractor must notify
the City's authorized agent and provide an explanation.
27. Contractors maintaining two or more groups must have sufficient staff and equipment to
complete each cut within two days of starting.
28. Contractor must review the areas to observe the area. An aerial view will not give an accurate
account of the terrain and obstacles like construction.
CONTRACT TERM
The contract is one-year with an option to renew for two additional one-year periods.
Page 8 of 27

Grass Mowing Schedule
Month Cut Grass 1st Cut Start By
Jan 1 time/mo 1st thru 15th
Feb 1 time/mo 1st thru 15th
March 10 day intervals 1st thru 5th
April 10 day intervals 1st thru 5th
May 10 day intervals 1st thru 5th
June 10 day intervals 1st thru 5th
July 10 day intervals 1st thru 5th
Aug 10 day intervals 1st thru 5th
Sept 10 day intervals 1st thru 5th
Oct 10 day intervals 1st thru 5th
Nov 1 time/mo 1st thru 15th
Dec 1 time/mo 1st thru 15th
NOTE: THAT GROUP G WILL BE CUT AT IRREGULAR INTERVALS, AS REQUIRED BY THE
CITY
Page 9 of 27

CITY OF PORT ARTHUR, TEXAS
BID SHEET
Page 1 of 6
BID FOR: Mowing at Utility Operations
BID DUE DATE: April 22, 2026
Name Location Service Address Price per cut
Group A
Lift Stations & Sewer Plants
Main Line 5440 Procter 5400 Procter St. $__________________
Valley Forge Valley Forge & Taft Ave. Procter St. Ext. $__________________
Manchester 6600 Gulfway Dr. 6580 Gulfway Dr. $__________________
Pinetop Hwy 366 & Pinetop 4801 Atlantic Rd $__________________
Atlantic Road St. Atlantic Road. & 39th St. 3949 Pure Atlantic $__________________
Fairlea Hwy 366 & 32nd St. 7250 32nd St. $__________________
Highland Heights Highland Heights @ Taft Elementary 2400 Taft Ave. $__________________
Delmar 4043 Lakeshore Dr. 4110 Lakeshore $__________________
Lewis Dr. 4831 Lewis Dr. (rear) 4729 Lewis Dr. $__________________
Peeke Ave 3900 Gulfway (rear) 1621 Brinkman $__________________
8th Ave 3600 Procter St. 3620 Procter St. $__________________
Pioneer Park 3400 18th St. 3435 18th St. $__________________
Water Towers & Misc
Pioneer Park 3600 Blk Gates Blvd. $__________________
Tower
Procter St. Ext. Procter St. Ext. & Taft Ave. $__________________
Tower
Total Amount Bid for Group A $__________________
Signature of Bidder Date
Page 10 of 27