HomeMy WebLinkAboutPR 20031: RENEWAL OF DIAMOND SHINE BUILDING SERVICES CONTRACT -,,.. off"mg
City of
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Texas
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: December 6, 2017
To: The Honorable Mayor and City Council
Through: Harvey Robinson, Interim City Manager
From: Patrick Melvin, Chief of Police
RE: P.R. 20031 —Renewal of Contract with Diamond Shine Building Services
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to
renew the contract with Diamond Shine Building Service of Port Arthur for janitorial services
for the Police Department, Fire Department and Municipal Court buildings for an additional
year.
Background:
In 2016,the Purchasing Department advertised for proposals for a one-year contract for
janitorial services for the Police, Fire and Municipal Court buildings with the option to renew
for two additional years. The City received five proposals, one of which was a Port Arthur
vendor. After evaluation of the proposals, Diamond Shine Building Services of Port Arthur
was the highest ranked proposal. On November 1, 2016, City Council approved Res. 16-293
authorizing the City Manager to enter into the contract with Diamond Shine Building Services.
The Police Department wished to utilize the option to renew the first additional year of the
contract and continue services with Diamond Shine Building Services. The annual projected
budgetary impact is $66,684.00
Budget Impact:
Funds are available in Police Department account 001-1101-521.32-00.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
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City of
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www.PortArthurTx.gov
Recommendation:
It is recommended that City Council approve the City Manager to renew the contract with
Diamond Shine Building Service of Port Arthur for janitorial services for the Police
Department, Fire Department and Municipal Court buildings for an additional year, as
discussed and/or outline above.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R. No. 20031
11-29-17 mf
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST
RENEWAL) OF THE CONTRACT WITH DIAMOND SHINE BUILDING
SERVICE OF PORT ARTHUR, TEXAS, FOR JANITORIAL
SERVICES FOR THE POLICE DEPARTMENT, FIRE DEPARTMENT,
AND MUNICIPAL COURT BUILDINGS WITH AN ANNUAL
PROJECTED BUDGETARY IMPACT OF $66, 684 . 00; FUNDING
AVAILABLE IN POLICE DEPARTMENT BUILDING MAINTENANCE
ACCOUNT NO. 001-1101-521. 32-00
WHEREAS, on November 1, 2016 , Council approved Resolution
No . 16-293 authorizing a one-year contract with Diamond Shine
Building Service for janitorial services for the Police and
Fire Departments as well as the Municipal Court Building, with
the option to renew for two (2) additional one-year periods;
and
WHEREAS, the Police Department wishes to utilize the
option and renew the contract with Diamond Shine for the
second year (first renewal) ; and
WHEREAS, funding is available in the Police Department
Building Maintenance Account No. 001-1101-521 . 32-00 .
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble
are true and correct .
Section 2 . That the City Council authorizes the City
Manager to execute the second year (first renewal) of the
contract with Diamond Shine Building Service of Port Arthur,
Texas, for janitorial services for the Police Department, Fire
Department and Municipal Court Buildings, with an annual
projected budgetary impact of $66, 684 . 00 .
Section 3 . That a copy of the Resolution shall be spread
upon the Minutes of the City Council .
READ, ADOPTED AND APPROVED on this day of December,
A.D. , 2017, at a Regular Meeting of the City Council of the
City of Port Arthur, Texas, by the following vote :
AYES:
Mayor: ,
Councilmembers : ,
NOES : .
Derrick Freeman, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
VA/
Val Tizeno, City Attorney
APPROVED FOR ADMINISTRATION:
Harvey Robinson, Interim City Manager
Patrick Melvin, Chief of Police
APPROVED FOR THE AVAILABILITY OF FUNDS :
-
Cli ton Williams, CPPB
Purc sing M nager
J,..d,
,-
Andr w Vargas, CPA
Director of Finance
EXHIBIT "A"
JANITORIAL SERVICES CONTRACT
FOR POLICE, FIRE ADMINISTRATION AND
MUNICIPAL COURT BUILDING
THIS AGREEMENT, made this day , 2017 , by and
between the City of Port Arthur, a municipal corporation
organized under the laws of the State of Texas, hereinafter
called "OWNER" or "CITY" and Diamond Shine Building Services of
Port Arthur, Texas, hereinafter acting by and through Eric
Malveaux, Owner, hereinafter called "CONTRACTOR" agree as
follows :
WITNESSETH: That for an in consideration of the payments,
terms, conditions, and agreements set forth therein, OWNER AND
CONTRACTOR agree as follows :
1 . The term of this Agreement shall be for one (1) year from
the date stated on the Notice to Proceed, with an option to
renew for one (1) additional one-year period, unless sooner
terminated under the provision hereof . The City can
terminate this contract at its convenience which includes,
but is not limited to, funding not being available in any
budget cycle within thirty (30) days written notice .
2 . The Contractor agrees to perform all the work described in
the specifications and contract documents and comply with
the terms therein in the annual amount of $66 , 684 . 00 .
3 . The term "Contract Documents" means and includes the
following:
A. Agreement
B. Information for Bidders *
C. BID *
D. Ccncral Conditions *
E. Spccifications *
F. Addendum No. 1 and 2 *
Page 1
G. Notice to Proceed
*These items were attached to the original letting contract.
This agreement is only included in this renewal.
4 . This agreement shall be binding upon all parties hereto and
their respective heirs, executors, administrators,
successors, and assigns .
5 . IN WITNESS WHEREOF, the parties hereto have executed, or
caused to be executed by their duly authorized officials,
this Agreement in (2 copies) each of which shall be deemed
an original on the date first written above .
Signed on the day of , 2017 .
CITY OF PORT ARTHUR
By:
Harvey Robinson
Interim City Manager
ATTEST:
Sherri Bellard
City Secretary
Signed on the day of , 2017 .
DIAMOND SHINE BUILDING SERVICES
By:
Eric Malveaux
Owner
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