PORT ARTHUR ECONOMIC DEVELOPMENT CORPORATION (EDC) HIGHWAY 73, SPUR 93, JADE AVENUE BUSINESS PARKS T

August 11 2026
REQUEST FOR PROPOSAL
PORT ARTHUR ECONOMIC DEVELOPMENT CORPORATION (EDC)
HIGHWAY 73, SPUR 93, JADE AVENUE BUSINESS PARKS
TRACTOR MOWING
DEADLINE: Sealed proposal submittals must be received, and time stamped by 10:00 a.m.
Central Standard Time, Wednesday, August 26, 2026. (The clock located in the EDC's front
lobby desk will be the official time.) All proposals received will be read aloud at 10:15 a.m. on
Wednesday, August 26, 2026 in the Port Arthur EDC's 1st Floor Conference Room, 501 Procter
Street, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents;
however, only the names of proposers will be read aloud.
MARK ENVELOPE: EDC-2
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies of
your RFP to:
PORT ARTHUR EDC
ATTN: CEO
501 PROCTER STREET, SUITE 100
PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Request for Proposal should be directed in writing to:
Port Arthur EDC
Khanh Ha, Senior Facilities Maintenance
501 Procter Street, Suite 100
Port Arthur, TX 77640
khanh@paedc.org

The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for
your convenience in submitting proposals for the enclosed referenced services for the EDC.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall
be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner
of the envelope.
ALL PROPOSALS MUST BE RECEIVED IN THE PORT ARTHUR ECONOMIC
DEVELOPMENTS OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility
of the firm to ensure that the sealed RFP submittal arrives at the above location by specified deadline
regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP
submittals will not be accepted.
Krystle Muller
PAEDC CEO
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REQUESTS FOR PROPOSALS
PORT ARTHUR ECONOMIC DEVELOPMENT CORPORAITON (EDC)
HIGHWAY 73, SPUR 93, AND JADE AVENUE BUSINESS PARKS
TRACTOR MOWING
(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 At 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 workload permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State, Zip Code: Date:
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MANDATORY
PRE-BID CONFERENCE
A Mandatory Pre-Bid Conference between Representatives of the EDC, Port Arthur, Texas and
prospective bidders for HIGHWAY 73, SPUR 93, AND JADE AVENUE BUSINESS PARKS
TRACTOR MOWING will be held at the EDC's 1st Floor Conference Room, 501 Procter Street,
Port Arthur, Texas on August 18, 2026 @ 10:00 a.m. The purpose of the Mandatory Pre-Bid
Conference is to make certain that the scope of work is fully understood, to answer any questions,
to clarify the intent of the Contract Documents, and to resolve any problems that may affect the
project construction. No addendum will be issued at this meeting, but subsequent thereto, the Deputy
Director, if necessary, will issue an addendum(s) to clarify the intent of the Contract Documents.
Bids received from firms or individuals not listed on the role of attendees of the Mandatory Pre-Bid
Conference will be rejected and returned unopened to the bidder.
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SPECIFICATIONS
FOR
THE MOWING OF HIGHWAY 73, SPUR 93, AND JADE AVENUE
PAEDC BUSINESS PARKS
Scope of Work:
The contractor shall furnish all supervision, labor, materials, machinery, tools, equipment, fuel, and
service, to perform and complete all work in an efficient and workman-like manner as specified in the
following:
Specifications for Mowing of PAEDC Business Parks:
1. The Port Arthur Economic Development Corporation Business Parks are located at 3330 Highway 73,
and 9555 West Port Arthur Road.
2. Contractor will be cutting approximately 7.269 acres at Highway 73 Business Park, and 190 acres at
West Port Arthur Road Business Park.
3. Contractor is responsible for field and grass area located beyond six feet from the curb throughout the
Business Parks.
4. Contractor is responsible for trimming around any fire hydrants or signs within the cutting area.
5. 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 it into smaller pieces by
the mower.
6. All litter and debris shall be disposed of properly, off site, at the Contractor's expense.
7. Litter and debris shall be defined as an object not intentionally placed at a project site for a specific
purpose. This shall include but not be limited to paper, wrappers, cans, bottles, building materials,
disposable diapers and cigarette butts found on the grounds and all objects found in trash receptacles.
This shall also include items produced from a maintenance task such as mowing and/or landscaping.
8. Sweep or blow clean all sidewalks and/or concrete areas affected by work. No grass clippings shall be
placed or blown into City's Drainage Culverts or in the streets.
9. Entrance roads, approaches, and/or driveways are to be maintained, where applicable.
10. The Port Arthur EDC will call contractor to cut grass on an as needed basis. Port Arthur EDC estimates
6 cuts per year. It may be more.
11. Work must be completed within seven calendar days of issuance, unless the Port Arthur
EDC grants an extension.
12. Acreage of property will decrease as Business Parks are developed. Contractors are not responsible for
the newly developed property.
13. Contractors will be responsible for any damage to sprinkler systems or damage to city properties
and/or structures.
14. Ruts caused by contractors' equipment shall be filled at contractor's expense.
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15. Time extension may be granted due to inclement weather or other act of nature only when a
contractor request for such extension is submitted to the City's representative.
This Contract will terminate approximately twelve (12) months from date of execution with the option to
renew two (2) additional year. The PAEDC can terminate this contract at its convenience which includes,
but is not limited to, funding not being available in any budget cycle with thirty (30) days written notice.
The EDC requires comprehensive responses to every section within this RFP. Conciseness
and clarity of content are emphasized and encouraged. Vague and general proposals will be
considered non-responsive and will result in disqualification. To facilitate the review of the
responses, Firms shall follow the described proposal format. The intent of the proposal format
requirements is to expedite review and evaluation. It is not the intent to constrain proposers
with regard to content, but to assure that the specific requirements set forth in this RFP are
addressed in a uniform manner amenable to review and evaluation. Failure to arrange the
proposal as requested may result in the disqualification of the proposal. It is requested that
proposals be limited to no more than 50 pages, excluding resumes. All pages of the proposal
must be numbered, and the proposal must contain an organized, paginated table of contents
corresponding to the sections and pages of the proposal.
EVALUATION CRITERIA:
The Proposer shall provide the following information:
EXPERIENCE:
1. Proposer's performance in mowing similar property and maintaining irrigation
system for governmental entities or other clients. The proposer should indicate the
number of years of experience the firm has in performing Mowing Service with businesses
of comparable size to the City or other clients.
REFERENCES:
Include three (3) business references for which similar services have been provided. Include the
following:
1. The period for which you have provided this service.
2. A brief description of the scope of work; and
3. Contact name, title, address, and telephone number.
The Proposer hereby authorizes and requests any person, firm, corporation and/or government entity
to furnish any information requested by the EDC in verification of the references provided and for
determining the quality and timeliness of providing the services.
PRICING:
See Appendix A
PROJECT APPROACH
1. Describe your firm's capability to provide all services required. Below are some items that may
be stated. Contractor can discuss other items in the approach.
A. Number of employees working on Project.
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B. List of equipment that will be used. Contractor may be required to show equipment.
C. Scheduling
SELECTION PROCESS:
All applications will be screened by an evaluation committee and those applicants selected for a
short list may be invited to attend an interview, at the applicant's own expense. The EDC shall not
incur any costs for applicant preparation and/or submittal of qualifications.
The EDC will evaluate all responses based on the qualifications, past performance, and project
approach. The EDC reserves the right to negotiate the final fee prior to recommending any business
for a contract.
The EDC's process is as follows:
A. The evaluation committee shall screen and rate all the responses that are submitted.
Evaluation ratings will be on a 100-point scale and shall be based on the following
criteria:
a. Experience.................................................... 35 points
b. References................................................... 10 points
c. Pricing.................................................................. 20 points
d. Project Approach............................................ 35 points
B. Staff shall recommend the most qualified business to the EDC's Board of Directors and
City Council and request authority to enter into a contract.
C. When services and fees are agreed upon, the selected business shall be offered a contract
subject to City Council approval.
D. Should negotiations be unsuccessful, the EDC shall enter into negotiations with the next,
highest ranked business. The process shall continue until an agreement is reached with
a qualified business.
E. This RFP does not commit the EDC to pay for any direct and/or indirect costs incurred
in the preparation and presentation of a response. All finalist(s) shall pay their own costs
incurred in preparing for, traveling to and attending interviews.
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GENERAL INFORMATION:
Proposers are cautioned to read the information contained in this RFP carefully and to submit
a complete response to all requirements and questions as directed.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and
'Proposal" shall be equivalent.
AWARD: The Port Arthur Economic Development Corporation will review all proposals for
responsiveness and compliance with these specifications. The EDC reserves the right to award
based on the Quality and Best Offer in accordance with the laws of Texas, to waive any formality
or irregularity, and/or to reject any or all proposals.
ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any
interlineations, alteration, or erasure made before opening time must be initialed by the signer of the
bid, guaranteeing authenticity.
WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting
written request, over the signature of an authorized individual, to the EDC's CEO any time prior to
the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline.
Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if
submitted after the deadline.
CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance
with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171.
CONFLICT OF INTEREST: Provide a completed copy of the Conflict-of-Interest Questionnaire
(Form CIQ). The Texas legislature recently enacted House Bill 914 which added Chapter 176 to the
Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information
concerning persons doing business or seeking to do business with the Port Arthur Economic
Development Corporation, including affiliations and business and financial relationships such
persons may have with Port Arthur Economic Development Corporation officers. The form can be
located at the Texas Ethics Commission website:
https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm
By doing business or seeking to do business with the Port Arthur Economic Development
Corporation including submitting a response to this RFP, you acknowledge that you have been
notified of the requirements of Chapter 176 of the Texas Local Government Code and you are
representing that you in compliance with them.
Any information provided by the Port Arthur Economic Development Corporation is for
information purposes only. If you have concerns about whether Chapter 176 of the Texas
Local Government Code applies to you or the manner in which you must comply, you should
consult an attorney.
ETHICS: Public employees must discharge their duties impartially so as to assure fair, competitive
access to governmental procurement by responsible contractors. Moreover, they should conduct
themselves in such a manner as to foster public confidence in the integrity of the Port Arthur
Economic Development Corporation's organization.
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Any employee that makes purchases for the EDC is an agent of the City and is required to follow
the City's Code of Ethics.
.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective
bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the
following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full-time business and can assume liabilities for any performance or
warranty service required.
6. The EDC/City Council shall not award a contract to a company that is in arrears in its
obligations to the EDC/City.
7. No payments shall be made to any person of public monies under any contract by
the EDC/City with such person until such person has paid all obligations and debts
owed to the EDC/City or has made satisfactory arrangements to pay the same.
ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no
later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing
authority of addenda shall be vested in the Port Arthur Economic Development Corporation's CEO.
The EDC assumes no responsibility for the proposer's failure to obtain and/or properly submit any
addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be
rejected. It is the vendor's responsibility to check for any addendums that might have been issued
before bid closing date and time. All addenda will be numbered consecutively, beginning with 1.
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the
City of Port Arthur as its principal place of business must have an official business address (office
location and office personnel) in Port Arthur, the principal storage place or facility for the equipment
shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in
Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside
the City of Port Arthur are allowed to bid.
PRICES: The bidder should show in the proposal both the unit price and total amount, where
required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price
shall prevail.
PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the
successful bidder. The purchase order number must appear on all itemized invoices.
INVOICES: All invoices shall be mailed directly to the Port Arthur Economic Development
Corporation, 501 Procter Street, Port Arthur, Texas 77640.
PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the
goods or services by the Port Arthur Economic Development Corporation, in accordance with the
State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are
net 30, i.e., payment is due 30 days from the date of the invoice.
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SALES TAX: The Port Arthur Economic Development Corporation is exempt by law from
payment of Texas Sales Tax and Federal Excise Tax; therefore, the proposal shall not include Sales
Tax.
VENUE: This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The Port Arthur
Economic Development Corporation may request and rely on advice, decisions, and opinions of the
Attorney General of Texas and the City Attorney concerning any portion of these requirements.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances,
rules, orders, regulations, and codes of the federal, state and local governments relating to
performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the EDC, and no
other officer, employee or agent of the EDC who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial
interest, direct or indirect, in this Contract; and the Contractor shall take appropriate steps to assure
compliance.
DELINQUENT PAYMENTS DUE CITY: City of Port Arthur Code of Ordinances prohibits the
City from granting any license, privilege or paying money to any-one owing delinquent taxes,
paving assessments or any money to the City until such debts are paid or until satisfactory
arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT
included as part of this RFP.
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically
understood and agreed that these quantities are approximate, and any additional quantities will be
paid for at the quoted price. It is further understood that the contractor shall not have any claim
against the Port Arthur Economic Development Corporation for quantities less than the estimated
amount.
SHIPPING INFORMATION: All bids are to be F.O.B., Port Arthur Economic Development
Corporation, 501 Procter Street, Suite 100, Port Arthur, TX 77640.
INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause
required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract
shall be read and enforced as though each were included herein. If, through mistake or otherwise,
any such provision is not inserted or is not correctly inserted the Contract shall be amended to make
such insertion on application by either party.
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike
manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities
and means, except as herein otherwise expressly specified, necessary or proper to perform and
complete all the work required by this Contract, in accordance with the provisions of this Contract
and said specifications.
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