HomeMy WebLinkAboutHoward Asphalt LLC d/b/a Howard Companies/STREET/$137,175/Asphalt Repairs ASACzTfshfzHsfdivlijobu22;2:bn-Nbs19-3135
DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
Howard Asphalt LLC d/b/a Howard Companies
Street Department - 2023
Appropriation #2201 2201 43-502.02 Motor Vehicle Highway Fund; P.O. # 110430
Contract Not To Exceed $137,175.00
4. WARRANTY:
Vendor expressly warrants that the Goods and Services covered by this Agreement will conform to those
certain specifications, descriptions and/or quotations regarding same as were provided to Vendor by City
and/or by Vendor to and accepted by City pursuant to or as part of that certain City of Carmel Street Department
Bid Proposal Package for “23-STR-11 Asphalt Repairs” received by the City of Carmel Board of Public Works
and Safety on or about December 6, 2023, all of which documents are incorporated herein by reference, and
that the Goods and Services will be delivered in a timely, good and workmanlike manner and free from defect.
Vendor acknowledges that it knows of City’s intended use and expressly warrants that the Goods and Services
provided to City pursuant to this Agreement have been selected by Vendor based upon City’s stated use and
are fit and sufficient for their particular purpose.
5. TIME AND PERFORMANCE:
This Agreement shall become effective as of the last date on which a party hereto executes same (“Effective
Date”), and both parties shall thereafter perform their obligations hereunder in a timely manner. Time is of the
essence of this Agreement.
6. DISCLOSURE AND WARNINGS:
If requested by City, Vendor shall promptly furnish to City, in such form and detail as City may direct, a list of
all chemicals, materials, substances and items used in or during the provision of the Goods and Services
provided hereunder, including the quantity, quality and concentration thereof and any other information relating
thereto. At the time of the delivery of the Goods and Services provided hereunder, Vendor agrees to furnish to
City sufficient written warning and notice (including appropriate labels on containers and packing) of any
hazardous material utilized in or that is a part of the Goods and Services.
7. LIENS:
Vendor shall not cause or permit the filing of any lien on any of City’s property. In the event any such lien is
filed and Vendor fails to remove such lien within ten (10) days after the filing thereof, by payment or bonding,
City shall have the right to pay such lien or obtain such bond, all at Vendor’s sole cost and expense.
8. DEFAULT:
In the event Vendor: (a) repudiates, breaches or defaults under any of the terms or conditions of this
Agreement, including Vendor’s warranties; (b) fails to provide the Goods and Services as specified herein; (c)
fails to make progress so as to endanger timely and proper provision of the Goods and Services and does not
correct such failure or breach within five (5) business days (or such shorter period of time as is commercially
reasonable under the circumstances) after receipt of notice from City specifying such failure or breach; or (d)
becomes insolvent, is placed into receivership, makes a general assignment for the benefit of creditors or
dissolves, each such event constituting an event of default hereunder, City shall have the right to (1) terminate
all or any parts of this Agreement, without liability to Vendor; and (2) exercise all other rights and remedies
available to City at law and/or in equity.
9. INSURANCE AND INDEMNIFICATION:
Vendor shall procure and maintain in full force and effect during the term of this Agreement, with an insurer
licensed to do business in the State of Indiana, such insurance as is necessary for the protection of City and
Vendor from all claims for damages under any workers’ compensation, occupational disease and/or
unemployment compensation act; for bodily injuries including, but not limited to, personal injury, sickness,
disease or death of or to any of Vendor’s agents, officers, employees, contractors and subcontractors; and, for
any injury to or destruction of property, including, but not limited to, any loss of use resulting therefrom. The
coverage amounts shall be no less than those amounts set forth in attached Exhibit C. Vendor shall cause its
insurers to name City as an additional insured on all such insurance policies, shall promptly provide City, upon
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DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
Howard Asphalt LLC d/b/a Howard Companies
Street Department - 2023
Appropriation #2201 2201 43-502.02 Motor Vehicle Highway Fund; P.O. # 110430
Contract Not To Exceed $137,175.00
request, with copies of all such policies, and shall provide that such insurance policies shall not be canceled
without thirty (30) days prior notice to City. Vendor shall indemnify and hold harmless City from and against
any and all liabilities, claims, demands or expenses (including, but not limited to, reasonable attorney fees) for
injury, death and/or damages to any person or property arising from or in connection with Vendor’s provision
of Goods and Services pursuant to or under this Agreement or Vendor’s use of City property.
Vendor further agrees to indemnify, defend and hold harmless City and its officers, officials, agents and
employees from all claims and suits of whatever type, including, but not limited to, all court costs, attorney fees,
and other expenses, caused by any act or omission of Vendor and/or of any of Vendor’s agents, officers,
employees, contractors or subcontractors in the performance of this Agreement. These indemnification
obligations shall survive the termination of this Agreement.
10. GOVERNMENT COMPLIANCE:
Vendor agrees to comply with all federal, state and local laws, executive orders, rules, regulations and codes
which may be applicable to Vendor’s performance of its obligations under this Agreement, and all relevant
provisions thereof are incorporated herein by this reference. Vendor agrees to indemnify and hold harmless
City from any loss, damage and/or liability resulting from any such violation of such laws, orders, rules,
regulations and codes. This indemnification obligation shall survive the termination of this Agreement.
11. NONDISCRIMINATION:
Vendor represents and warrants that it and all of its officers, employees, agents, contractors and
subcontractors shall comply with all laws of the United States, the State of Indiana and City prohibiting
discrimination against any employee, applicant for employment or other person in the provision of any Goods
and Services provided by this Agreement with respect to their hire, tenure, terms, conditions and privileges of
employment and any other matter related to their employment or subcontracting, because of race, religion,
color, sex, handicap, national origin, ancestry, age, disabled veteran status and/or Vietnam era veteran status.
12. E-VERIFY:
Pursuant to I.C. § 22-5-1.7 et seq., as the same may be amended from time to time, and as is incorporated
herein by this reference (the “Indiana E-Verify Law”), Vendor is required to enroll in and verify the work eligibility
status of its newly-hired employees using the E-Verify program, and to execute the Affidavit attached herein
as Exhibit D, affirming that it is enrolled and participating in the E-Verify program and does not knowingly
employ unauthorized aliens. In support of the Affidavit, Vendor shall provide the City with documentation
indicating that it has enrolled and is participating in the E-Verify program. Should Vendor subcontract
for the performance of any work under and pursuant to this Agreement, it shall fully comply with the Indiana E-
Verify Law as regards each such subcontractor. Should the Vendor or any subcontractor violate the Indiana
E-Verify law, the City may require a cure of such violation and thereafter, if no timely cure is performed,
terminate this Agreement in accordance with either the provisions hereof or those set forth in the Indiana E-
Verify Law. The requirements of this paragraph shall not apply should the E-Verify program cease to exist.
13. NO IMPLIED WAIVER:
The failure of either party to require performance by the other of any provision of this Agreement shall not affect
the right of such party to require such performance at any time thereafter, nor shall the waiver by any party of
a breach of any provision of this Agreement constitute a waiver of any succeeding breach of the same or any
other provision hereof.
14. NON-ASSIGNMENT:
Vendor shall not assign or pledge this Agreement, whether as collateral for a loan or otherwise, and shall not
delegate its obligations under this Agreement without City’s prior written consent.
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DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
Howard Asphalt LLC d/b/a Howard Companies
Street Department - 2023
Appropriation #2201 2201 43-502.02 Motor Vehicle Highway Fund; P.O. # 110430
Contract Not To Exceed $137,175.00
15. RELATIONSHIP OF PARTIES:
The relationship of the parties hereto shall be as provided for in this Agreement, and neither Vendor nor any
of its officers, employees, contractors, subcontractors and agents are employees of City. The contract price
set forth herein shall be the full and maximum compensation and monies required of City to be paid to Vendor
under or pursuant to this Agreement.
16. GOVERNING LAW; LAWSUITS:
This Agreement is to be construed in accordance with and governed by the laws of the State of Indiana, except
for its conflict of laws provisions. The parties agree that, in the event a lawsuit is filed hereunder, they waive
their right to a jury trial, agree to file any such lawsuit in an appropriate court in Hamilton County, Indiana only,
and agree that such court is the appropriate venue for and has jurisdiction over same.
17. SEVERABILITY:
If any term of this Agreement is invalid or unenforceable under any statute, regulation, ordinance, executive
order or other rule of law, such term shall be deemed reformed or deleted, but only to the extent necessary to
comply with same, and the remaining provisions of this Agreement shall remain in full force and effect.
18. NOTICE:
Any notice provided for in this Agreement will be sufficient if itis in writing and is delivered by postage prepaid
U.S. certified mail, return receipt requested, to the party to be notified at the address specified herein:
If to City: City of Carmel AND City of Carmel
Street Department Office of Corporation Counsel
st3400W. 131 Street One Civic Square
Carmel, Indiana 46074 Carmel, Indiana 46032
If to Vendor: Howard Asphalt LLC d/b/a Howard Companies
2916 Kentucky Avenue
Indianapolis, Indiana 46221
Notwithstanding the above, notice of termination under paragraph 19 hereinbelow shall be effective if given
orally, as long as written notice is then provided as set forth hereinabove within five (5) business days from the
date of such oral notice.
19. TERMINATION:
19.1 Notwithstanding anything to the contrary contained in this Agreement, City may, upon notice to Vendor,
immediately terminate this Agreement for cause, in the event of a default hereunder by Vendor and/or
if sufficient funds are not appropriated or encumbered to pay for the Goods and Services to be provided
hereunder. In the event of such termination, Vendor shall be entitled to receive only payment for the
undisputed invoice amount representing conforming Goods and Services delivered as of the date of
termination, except that such payment amount shall not exceed the Estimate amount in effect at the
time of termination, unless the parties have previously agreed in writing to a greater amount.
19.2 City may terminate this Agreement at any time upon thirty (30) days prior notice to Vendor. In the
event of such termination, Vendor shall be entitled to receive only payment for the undisputed invoice
amount of conforming Goods and Services delivered as of the date of termination, except that such
payment amount shall not exceed the Estimate amount in effect at the time of termination, unless the
parties have previously agreed in writing to a greater amount.
19.3 The City may terminate this Agreement pursuant to Paragraph 11 hereof, as appropriate.
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DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
Howard Asphalt LLC d/b/a Howard Companies
Street Department - 2023
Appropriation #2201 2201 43-502.02 Motor Vehicle Highway Fund; P.O. # 110430
Contract Not To Exceed $137,175.00
20. REPRESENTATIONS AND WARRANTIES
The parties represent and warrant that they are authorized to enter into this Agreement and that the persons
executing this Agreement have the authority to bind the party which they represent.
21. ADDITIONAL GOODS AND SERVICES
Vendor understands and agrees that City may, from time to time, request Vendor to provide additional goods
and services to City. When City desires additional goods and services from Vendor, the City shall notify Vendor
of such additional goods and services desired, as well as the time frame in which same are to be provided.
Only after City has approved Vendor’s time and cost estimate for the provision of such additional goods and
services, has encumbered sufficient monies to pay for same, and has authorized Vendor, in writing, to provide
such additional goods and services, shall such goods and services be provided by Vendor to City. A copy of
the City’s authorization documents for the purchase of additional goods and services shall be numbered and
attached hereto in the order in which they are approved by City.
22. TERM
Unless otherwise terminated in accordance with the termination provisions set forth in Paragraph 19
hereinabove, this Agreement shall be in effect from the Effective Date through December 31, 2023 and shall,
on the first day of each January thereafter, automatically renew for a period of one (1) calendar year, unless
otherwise agreed by the parties hereto.
23. HEADINGS
All heading and sections of this Agreement are inserted for convenience only and do not form a part of this
Agreement nor limit, expand or otherwise alter the meaning of any provision hereof.
24. BINDING EFFECT
The parties, and their respective officers, officials, agents, partners, successors, assigns and legal
representatives, are bound to the other with respect to all of the covenants, terms, warranties and obligations
set forth in Agreement.
25. NO THIRD PARTY BENEFICIARIES
This Agreement gives no rights or benefits to anyone other than City and Vendor.
26. ADVICE OF COUNSEL:
The parties warrant that they have read this Agreement and understand it, have had the opportunity to obtain
legal advice and assistance of counsel throughout the negotiation of this Agreement, and enter into same
freely, voluntarily, and without any duress, undue influence or coercion.
27. IC 5-16-13.
The provisions of IC 5-16-13 are hereby incorporated into this Agreement by reference.
28. DEBARMENT AND SUSPENSION
28.1 The Vendor certifies by entering into this Agreement that neither it nor its principals nor any of its
subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily
excluded from entering into this Agreement by any federal agency or by any department, agency or political
subdivision of the State of Indiana. The term “principal” for purposes of this Agreement means an officer,
director, owner, partner, key employee or other person with primary management or supervisory
responsibilities, or a person who has a critical influence on or substantive control over the operations of the
Vendor.
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DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
Howard Asphalt LLC d/b/a Howard Companies
Street Department - 2023
Appropriation #2201 2201 43-502.02 Motor Vehicle Highway Fund; P.O. # 110430
Contract Not To Exceed $137,175.00
28.2 The Vendor certifies that it has verified the state and federal suspension and debarment status for all
subcontractors receiving funds under this Agreement and shall be solely responsible for any recoupment,
penalties or costs that might arise from use of a suspended or debarred subcontractor. The Vendor shall
immediately notify the City if any subcontractor becomes debarred or suspended, and shall, at the City’s
request, take all steps required by the City to terminate its contractual relationship with the subcontractor for
work to be performed under this Agreement.
29. IRAN CERTIFICATION.
Pursuant to I.C. § 5-22-16.5, the Vendor shall certify that, in signing this Agreement, it does not engage in
investment activities within the Country of Iran.
29. ENTIRE AGREEMENT:
This Agreement, together with any exhibits attached hereto or referenced herein, constitutes the entire
agreement between Vendor and City with respect to the subject matter hereof, and supersedes all prior oral
or written representations and agreements regarding same. Notwithstanding any other term or condition set
forth herein, but subject to paragraph 16 hereof, to the extent any term or condition contained in any exhibit
attached to this Agreement or in any document referenced herein conflicts with any term or condition contained
in this Agreement, the term or condition contained in this Agreement shall govern and prevail. This Agreement
may only be modified by written amendment executed by both parties hereto, or their successors in interest.
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DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
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DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
3/20/2024
3/20/2024
3/20/2024
3/20/2024
Exhibit A
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DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
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City of Carmel Street Department
23-STR-11 Asphalt Repairs
Project Specifications
TheCity ofCarmel Street Department isreceiving quotes forthefollowing project details.
Cost for this project must not exceed $140,000.00. This project cost must include asphalt
repairs and maintenance of traffic. The lowest responsive cost will be determined by the
cost per square yards. Any questions can be directed toJames Rundle at
jrundle@carmel.in.gov.
See attached road list with square yardages for this project.
stCompletiondate: July1, 2024.
Standards for concrete andpaving mustbe2022 INDOT standards, Section 402forasphalt. Pavement
After bidhasbeenawarded, apreconstruction meeting willbescheduled wherethecontractor must
submit adesign mixfortheconcrete andasphalt pavement.
Awarded contractor must replacetraffic markings androadpavement markers totheoriginal layout,
unless instructed otherwise.
Anyadditional lineitems outside original quotemust beapproved andhaveasigned change order before
work canbeperformed.
Allstreets tobeproperly cleaned before applying materials.
Allmaterials shallcomplywith currentIndiana State Highway Standard specifications formaterial
supplied andforapplication ofmaterials. Bidder tofurnish allequipment asrequired toprocess and
apply materials. Asphalt plants shallbeowned bybidder andapproved bytheIndiana Department of
Highways.
Some work ononeormore Citystreets willhavetobecoordinated withother work onthestreet.
There willbenowork donewithout firstcontacting theCarmel Street Commissioner forapproval of
dates, timesandlocations.
Anagreement ofconditions shallbesigned bythe accepted bidder.
TheCitymay require thattrucks provide tickets thatcertify theweight ofthematerial delivered.
Allstripingshallbeputbackwiththermoplastic perINDOT specifications.
Alldurablepavement marking material istobeassetoutintheManual on Uniform Traffic Control
Devices within 14daysoffinalpave.
Proper signage andtraffic control will betheresponsibility ofthesuccessful bidder. (For example:
DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
Inresidential areas, proper notification toresidents ofpaving dates willbetheresponsibility ofthe
successful contractor.
Formilling purposes, any damage tomanhole covers willbethe responsibility ofthebidder. Butyl
rubber orKentsealwill beusedwhen resetting manholes.
Duetothepotential damage toroadway surfaces, alltrac machines willbe moved bytruck from streetto
street andwillnotbedriven onexisting City roadways.
Insome areas, there arebrick pavers orstamped concrete. Special useofsand
plywood needtobeusedtoprotect those areas fromtacandasphalt.
Allcoldjoints shallbecutsquare.
Where newpavement meets newpavement, theseam must bedouble-tacked.
Forthe purposes ofthe contract, any areas dugout andreplaced willconsist ofthefollowing:
Binder
Surface
THERMOPLASTIC
Application: Thermoplastic marking material shall beusedonasphalt pavements unless otherwise
specified ordirected. The pavement surface shallbeprimed withabinder material inaccordance withthe
extrusion, orribbon typeextrusion airless spray when thepavement temperature is50degrees Fahrenheit
10degrees Celsius) orabove. Theaverage thickness ofeach36in. (910 mm) length ofthermoplastic
marking shallbenoless than3/32in. (2.5mm) normore than3/16in. (5m). Immediately following the
application ofthethermoplastic markings, additional reflectorization shallbeprovided byapplying glass
beads tothe surface ofthemolten material atauniform minimum rateof6lb./100sq. ft. (2.9kg/10m²) of
marking.
Equipment: Themachine usedforthespray application ofthermoplastic markings shallconsist ofa
kettle formelting thematerial andanapplicator forapplying themarkings. Alloftheequipment required
forpreheating and applying thematerial shallmaintain auniform material temperature within the
specified limits, without scorching, discoloring oroverheating anyportion ofthematerial.
Themachine shallbeequipped withthe following: anairblast device for cleaning thepavement ahead of
themarking operation; aguide pointer tokeepthemachine on anaccurate line; atleasttwospray guns
whichcan beoperated individually orsimultaneously; agitators; acontrol device tomaintain uniform
flowandapplication; anautomatic device which willprovide abroken lineoftherequired length; and an
automatic glass beaddispenser which issynchronized withthemarking application.
Preformed PlasticApplication: TheContractor shall provide theDepartment withoriginal copies
installa
become theproperty oftheDepartment.
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Preformed plastic shallbeapplied when theairtemperature isaminimum of60degrees Fahrenheit (16
degrees Celsius) and rising, andthepavement temperature isaminimum of70degrees Fahrenheit (21
degrees Celsius).
Prior towork beginning, contractors must provide E-Verifydocumentation. Additionally, the Street
Department willwork with theawarded contractor tocoordinate publicoutreach andplanning.
Please return all quotes in a sealed envelope
46032 to be opened publicly at the Board of Public Works and Safety by 10 a.m. EST November
th15, 2023.
DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
Project
StreetFromToSYS
W 96th StMichiganRdCity Limits8,100
DumbartonStW Main13140 Dumbarton750
DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481
EXHIBIT B
Invoice
Date:
Name of Company:
Address & Zip:
Telephone No.:
Fax No.:
Project Name:
Invoice No.
Purchase Order No:
Goods Services
Person Providing
Goods/Services
Date
Goods/
Service
Provided
Goods/Services Provided
Describe each good/service
separately and in detail)
Cost Per
Item
Hourly
Rate/
Hours
Worked
Total
GRAND TOTAL
Signature
Printed Name
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EXHIBIT C
INSURANCE COVERAGES
Worker’s Compensation & Disability Statutory Limits
Employer’s Liability:
Bodily Injury by Accident/Disease: $1,000,000 each employee
Bodily Injury by Accident/Disease: $1,000,000 each accident
Bodily Injury by Accident/Disease: $1,000,000 policy limit
Commercial General Liability:
General Aggregate Limit (other than
Products/Completed Operations): $6,000,000
Products/Completed Operations: $5,000,000
Personal & Advertising Injury
Each Occurrence Limit: $5,000,000
Comprehensive Auto Liability (owned, hired and non-owned)
Bodily Injury and Property Damage: $5,000,000 each occurrence
Umbrella Excess Liability
If a commercial umbrella liability policy is used to satisfy the minimum limits of liability
requirements, the combined limits must equal these minimum limits of liability.
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Page 1 of 1INDIANARETAILTAXEXEMPT
CERTIFICATE NO. 003120155 0020PURCHASE ORDER NUMBERCityofCarmel
FEDERAL EXCISE TAXEXEMPT 110430
35-6000972 THIS NUMBER MUST APPEAR ON INVOICES, A/PONECIVICSQUARE
VOUCHER, DELIVERY MEMO, PACKING SLIPS, CARMEL, INDIANA 46032-2584 SHIPPING LABELS AND ANY CORRESPONDENCE
FORM APPROVED BYSTATE BOARD OFACCOUNTS FOR CITY OFCARMEL - 1997
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION
12/6/2023372681
HOWARD COMPANIES Street Department
VENDORSHIP2916KENTUCKYAVE 3400 W. 131st Street
TO Carmel, IN 46074-
INDIANAPOLIS, IN 46221 - Matt Higginbotham(317) 733-2001
PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT
83053
QUANTITYUNIT OF MEASUREDESCRIPTIONUNIT PRICEEXTENSION
Department:Fund: 22012201Motor Vehicle Highway FND
Account: 43-502.02
1EachAsphalt Repairs$137,175.00$137,175.00
Sub Total 137,175.00
Send Invoice To:
Street Department
3400 W. 131st Street
Carmel, IN 46074-
317) 733-2001 PLEASE INVOICE INDUPLICATE
DEPARTMENTACCOUNTPROJECTPROJECT ACCOUNTAMOUNT
137,175.00PAYMENT
A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE ASHIPPINGINSTRUCTIONSPARTOFTHEVOUCHERANDEVERYINVOICEANDVOUCHERHASTHEPROPERSWORN
SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN
C.O.D. SHIPMENT CANNOT BE ACCEPTED.THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL
THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945
ORDERED BYANDACTSAMENDATORYTHEREOFANDSUPPLEMENTTHERETO.
LeeHigginbotham
TITLECommissioner
CONTROL NO. 110430 CONTROLLER
DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481