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PR 20130: UTILITY OPERATIONS GOUND MAINTENANCE
Alligr> City(4 , 4 „„ 1-JI re r Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: February 20, 2018 To: The Honorable Mayor and City Council Through: Mr. Harvey Robinson, Interim City Manager From: Dr. Hani Tohme, P.E., Water Utilities Director RE: P.R. 20130—Renewal of Mowing Contracts for Water Utilities Introduction: The intent of this Agenda Item is to seek City Council's approval for Interim City Manager to renew the mowing contracts. Background: Private contractors are used to maintain the grounds at various Utility Operations Department facilities. The current vendors have the option to renew for an additional year. Budget Impact: The mowing contracts have been established at a total not to exceed$72,288.00,and will be paid out of Account No. 410-1255-532.59-00, Other Contractual Services. Recommendation: It is recommended that City Council approve the City Manager to renew the mowing contract, as discussed and/or outlined 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. 20130 03/13/18 ds/bw Page 1 of 2 RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST RENEWAL) OF THE CONTRACTS BETWEEN THE CITY OF PORT ARTHUR AND AMELIA LAWN CARE & LANDSCAPING OF GROVES, TEXAS FOR GROUP A, GROUP C, AND GROUP E, WILLIAMS TRANSPORT OF LUMBERTON,TEXAS FOR GROUP B AND GROUP D,DMJ LANDSCAPING OF PORT ARTHUR,TEXAS FOR GROUP F, AND K & D AFFORDABLE LAWN SERVICES OF PORT ARTHUR, TEXAS FOR GROUP G FOR GROUND MAINTENANCE FOR UTILITY OPERATIONS WITH A TOTAL PROJECTED BUDGETARY IMPACT OF $ 72,288.00 PER YEAR; FUNDING IS AVAILABLE IN UTILITY OPERATIONS ACCOUNT NO. 410-1255-532.59-00. WHEREAS, pursuant to Resolution Nos. 17-055 and 17-106, the City of Port Arthur entered into contracts with Amelia Lawn Care & Landscaping of Groves, Texas for Group A, Group C, and Group E, Williams Transport of Lumberton, Texas for Group B and Group D, DMJ Landscaping of Port Arthur, Texas for Group F, and K & D Affordable Lawn Care Services of Port Arthur, Texas for Group G for ground maintenance for Utility Operations with the option to renew for two (2) additional one-year periods; and, WHEREAS, the City desires to renew said ground maintenance contracts for the second year(first renewal), with a total projected budgetary impact of$72,288.00. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, City Council hereby authorizes the City Manager to execute on behalf of the City of Port Arthur, a renewal of one additional one-year period between Amelia Lawn Care & Landscaping of Groves, Texas for Group A, Group C, and Group E, Williams Transport of Lumberton, Texas for Group B and Group D, DMJ Landscaping of Port Arthur, Texas for Group F, and K & D Affordable Lawn Care Services of Port Arthur, Texas for Group G for ground maintenance for Utility Operations in substantially the same form as Exhibits "A-D" attached hereto; and, P. R. No. 20130 03/13/18 ds/bw Page 2 of 2 THAT,funding for this equipment is provided for in the Water Utilities budget; and, THAT,a copy of the caption of this resolution be spread upon the minutes of City Council. READ, ADOPTED, AND APPROVED THIS day of 2018 at a Regular Meeting of 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 THE APPROVE AS TO FORM: AVAILABILITY OF FUNDS: Q/j. ;(1"4 Valecia Tizeno Andrew Vasquez, A City Attorney Director of Finance APPROVED FOR ADMINISTRATION: ) ASA_Clifto Williams, CPPB Purchasing Manager Harvey Robinson Interim City Manager Dr. Hani Tohme, P.E. Water Utilities Director N � . 00 O © © C C O Oci O C O M "P © © 00 et 00 N .G of Ntn 64 D LtG V i N �- I W O 64 w ff9 &4 EA A 69 EA EA aia 44 Q� N N N N N N N • OW • U 04 O O O C O C4.4 In in el O O !h -C kr; ri N O N N N N N N G O rr K, 6A Ef3 6l9 b/9 5R •.r SF r w w a a a C7 vi d 0 U U Z C.) 1212 4 Q w z d A A H H P. C.) C A a a zA 04 Z w a w a w ti A xo F- d al L.) A w H 0 0 0 0 0 0 0 A Cl aCal Cal Cal Cal Cal Cal W Exhibit "A" Amelia Lawn Care FIRST RENEWAL GROUND MAINTENANCE CONTRACT AGREEMENT — AMELIA LAWN CARE & LANDSCAPING THIS AGREEMENT is made by and between an individual, firm partnership or corporation, Amelia Lawn Care & Landscaping of Groves, Texas, hereinafter called "CONTRACTOR", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or"CITY". WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. Pursuant to Resolution Nos. 17-055 and 17-106, the City entered into a one (1) year contract with the option to renew for two additional one year periods. The parties hereby agree to exercise said option for the second year (first renewal). 2. The Contractor will perform mowing, trimming, weeding, spraying, and removal of litter and debris on city owned properties as stated in the Contract Documents. 3. During the term of this Contract, the CONTRACTOR will furnish at his own expense all of the materials, supplies, tools, equipment, labor, qualified supervision, and other services necessary for the satisfactory completion of specifications and agreement. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the following amounts: Group A Group C Group E $225.00 per cut $242.00 per cut $277.00 per cut 5. The term "Contract Documents" means and includes the following: A) Agreement B) Specifications C) * D) General Information * E) Advertisement for BIDS * F) Bid * G) Bid Sheet * H) Notice of Award * I) Notice to Proceed 3) Addenda * These items were attached to the original letting contract. This agreement is only included in this renewal. 6. The Owner will pay to the Contractor in the manner and at such times as set forth in the General Information such amounts as required by the Contract Documents. 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 8. IN WITNESS WHEREOF, the parties here to have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. OWNER CONTRACTOR BY: BY: Harvey Robinson Authorized Representative Interim City Manager Amelia Lawn Care SIGNED AND AGREED to on the day of , 2018. ATTEST: WITNESS: Sherri Bellard, City Secretary Print Name: 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 also for the entire group. Award will be based on bids received for the group price. It is the City's intention that each site for Groups "A" through "F" shall be maintained twice per month from March through October, and once per month from November through February (total of 24 cuts). 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: 1. 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,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. 10. Litter and debris shall be disposed of properly,off site,at the contractor's expense. Page 5 of 24 I 1. 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 is 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. 15. Ruts caused by contractor's equipment shall be filled at contractor's expense. 16. The contractor shall repair or replace at his own expenses 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 may be granted due to inclement weather or to unforeseeable events that are not caused by the contractor. 21. LIFT STATIONS and SERVICE CENTER are the only properties that can be sprayed. NO WATER SITES. 22. Proof of current license to spray must be provided with the bid documents if your company is spraying. 23.The inability to access property, or inability to mow for any reason, the contractor should bring these matters to the attention of the City's authorized agent, before attempting mow. 24. This Contract will terminate approximately twelve (12) months from date of execution with the option to renew one (1) additional year. The City 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. CONTRACT PERIOD: This Contract will terminate approximately twelve (12) months from date of execution with the option to renew for two (2) additional one year periods. The City can terminate this contract at its convenience which includes, but not limited to, funding being available in any budget cycle with thirty (30)days written notice. The City reserves the right to award to as many contractors as Utility Operations deems necessary. During slow periods in the contract, the Utility Operations Department will contract according to low bid. It will be the Contractor's responsibility to provide documentation that their company has the equipment and the manpower to maintain their grass cutting obligation. CONTRACT TERMINATION: Page 6 of 24 1"Notice—A representative from the Utility Operations department will submit a certified letter stating the issues. 2"d Notice-A representative from the Utility Operations department will call contractor in for a meeting. 3rd Notice will be a letter of termination of contract for cause. Emergency Plan Is invoked as a result of excessive growth and the contractor unable to handle work load. The City reserves the right to utilize additional contractors in any area to reduce the health hazard from excessive growth and contractor's inability to handle the work load in a timely manner. Contractors should report immediately to Wastewater Conveyance Superintendent Jerome Hudson, all equipment failures, breakdowns, and rain delays in writing within twenty-four(24) hours. Grass Mowing Schedule Month Cut Grass 1St Cut Start By 2nd Cut Start By Jan 1 time/mo 1St thru 15th None Feb 1 time/mo 1st thru 15th None March 2 time/mo 1St thru 5th 15th thru 20th April 2 time/mo 1st thru 5th 15th thru 20th May 2 time/mo 1st thru 5th 15th thru 20th June 2 time/mo 1st thru 5th 15th thru 20th July 2 time/mo 1St thru 5th 15th thru 20th Aug 2 time/mo 1St thru 5th 15th thru 20th Sept 2 time/mo 1st thru 5th 15th thru 20th Oct 2 time/mo 1st thru 5th 15th thru 20th Nov 1 time/mo 1st thru 15th None Dec 1 time/mo 1st thru 15th None Page 7 of 24 Exhibit "B" Williams Transport FIRST RENEWAL GROUND MAINTENANCE CONTRACT AGREEMENT — WILLIAMS TRANSPORT THIS AGREEMENT is made by and between an individual, firm partnership or corporation, Williams Transport of Lumberton, Texas, hereinafter called "CONTRACTOR", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY". WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. Pursuant to Resolution No. 17-055, the City entered into a one (1) year contract with the option to renew for two additional one year periods. The parties hereby agree to exercise said option for the second year (first renewal). 2. The Contractor will perform mowing, trimming, weeding, spraying, and removal of litter and debris on city owned properties as stated in the Contract Documents. 3. During the term of this Contract, the CONTRACTOR will furnish at his own expense all of the materials, supplies, tools, equipment, labor, qualified supervision, and other services necessary for the satisfactory completion of specifications and agreement. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the following amounts: Group B Group D $275.00 per cut $218.00 per cut 5. The term "Contract Documents" means and includes the following: A) Agreement B) Specifications C) Invitation to Bid * D) General Information * E) - • ----- : . * F) Biel * G) Bid Sheet * H) Notice of Award * I) Notice to Proceed J) Addenda * These items were attached to the original letting contract. This agreement is only included in this renewal. 6. The Owner will pay to the Contractor in the manner and at such times as set forth in the General Information such amounts as required by the Contract Documents. 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 8. IN WITNESS WHEREOF, the parties here to have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. OWNER CONTRACTOR BY: BY: Harvey Robinson Authorized Representative Interim City Manager Williams Tranport SIGNED AND AGREED to on the day of , 2018. ATTEST: WITNESS: Sherri Bellard, City Secretary Print Name: 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 also for the entire group. Award will be based on bids received for the group price. It is the City's intention that each site for Groups "A" through "F" shall be maintained twice per month from March through October, and once per month from November through February (total of 24 cuts). Bidders shall provide unit price for cutting Group 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: 1. 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,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. I0. Litter and debris shall be disposed of properly,off site,at the contractor's expense. Page 5 of 24 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 is 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. 15. Ruts caused by contractor's equipment shall be filled at contractor's expense. 16. The contractor shall repair or replace at his own expenses 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 may be granted due to inclement weather or to unforeseeable events that are not caused by the contractor. 21. LIFT STATIONS and SERVICE CENTER are the only properties that can be sprayed. NO WATER SITES. 22. Proof of current license to spray must be provided with the bid documents if your company is spraying. 23. The inability to access property,or inability to mow for any reason, the contractor should bring these matters to the attention of the City's authorized agent, before attempting mow. 24. This Contract will terminate approximately twelve (12) months from date of execution with the option to renew one (1) additional year. The City 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. CONTRACT PERIOD: This Contract will terminate approximately twelve (12) months from date of execution with the option to renew for two (2) additional one year periods. The City can terminate this contract at its convenience which includes, but not limited to, funding being available in any budget cycle with thirty (30)days written notice. The City reserves the right to award to as many contractors as Utility Operations deems necessary. During slow periods in the contract, the Utility Operations Department will contract according to low bid. It will be the Contractor's responsibility to provide documentation that their company has the equipment and the manpower to maintain their grass cutting obligation. CONTRACT TERMINATION: Page 6 of24 lst Notice—A representative from the Utility Operations department will submit a certified letter stating the issues. 2"d Notice-A representative from the Utility Operations department will call contractor in for a meeting. 3rd Notice will be a letter of termination of contract for cause. Emergency Plan Is invoked as a result of excessive growth and the contractor unable to handle work load. The City reserves the right to utilize additional contractors in any area to reduce the health hazard from excessive growth and contractor's inability to handle the work load in a timely manner. Contractors should report immediately to Wastewater Conveyance Superintendent Jerome Hudson. all equipment failures, breakdowns. and rain delays in writing within twenty-four(24) hours. Grass Mowing Schedule Month Cut Grass 15<Cut Start By 2nd Cut Start By Jan 1 time/mo 1st thru 15th None Feb 1 time/mo 1st thru 15th None March 2 time/mo 1st thru 5th 15th thru 20th April 2 time/mo 1st thru 5th 15th thru 20th May 2 time/mo 1st thru 5th 15th thru 20th June 2 time/mo 1st thru 5th 15th thru 20th July 2 time/mo 1st thru 5th 15th thru 20th Aug 2 time/mo 1s1 thru 5th 15th thru 20th Sept 2 time/mo 1si thru 5th 15th thru 20th Oct 2 time/mo 1st thru 5th 15th thru 20th Nov 1 time/mo 1st thru 15th None Dec 1 time/mo 1st thru 15th None Page 7 of 24 Exhibit "C" DMJ Landscaping FIRST RENEWAL GROUND MAINTENANCE CONTRACT AGREEMENT — DM3 LANDSCAPING THIS AGREEMENT is made by and between an individual, firm partnership or corporation, DMJ Landscaping of Port Arthur, Texas, hereinafter called "CONTRACTOR", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or"CITY". WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. Pursuant to Resolution No. 17-055, the City entered into a one (1) year contract with the option to renew for two additional one year periods. The parties hereby agree to exercise said option for the second year (first renewal). 2. The Contractor will perform mowing, trimming, weeding, spraying, and removal of litter and debris on city owned properties as stated in the Contract Documents. 3. During the term of this Contract, the CONTRACTOR will furnish at his own expense all of the materials, supplies, tools, equipment, labor, qualified supervision, and other services necessary for the satisfactory completion of specifications and agreement. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the following amounts: Group F $1,100.00 per cut 5. The term "Contract Documents" means and includes the following: A) Agreement B) Specifications C) Invitation to Bid * D) General Information * E) Advertisement for BIDS * F) Bid * G) Bid Sheet * H) * I) Notice to Proceed J) Addenda * These items were attached to the original letting contract. This agreement is only included in this renewal. 6. The Owner will pay to the Contractor in the manner and at such times as set forth in the General Information such amounts as required by the Contract Documents. 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 8. IN WITNESS WHEREOF, the parties here to have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. OWNER CONTRACTOR BY: BY: Harvey Robinson Authorized Representative Interim City Manager DMJ Landscaping SIGNED AND AGREED to on the day of , 2018. ATTEST: WITNESS: Sherri Bellard, City Secretary Print Name: 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 also for the entire group. Award will be based on bids received for the group price. It is the City's intention that each site for Groups "A" through "F" shall be maintained twice per month from March through October, and once per month from November through February (total of 24 cuts). Bidders shall provide unit price for cutting Group 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: 1. 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, 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. 10. Litter and debris shall be disposed of properly,off site,at the contractor's expense. Page 5 of 24 1 1. 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 is 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. 15. Ruts caused by contractor's equipment shall be filled at contractor's expense. 16. The contractor shall repair or replace at his own expenses 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 may be granted due to inclement weather or to unforeseeable events that are not caused by the contractor. 21. LIFT STATIONS and SERVICE CENTER are the only properties that can he sprayed. NO WATER SITES. 22. Proof of current license to spray must be provided with the bid documents if your company is spraying. 23. The inability to access property,or inability to mow for any reason, the contractor should bring these matters to the attention of the City's authorized agent, before attempting mow. 24. This Contract will terminate approximately twelve (12) months from date of execution with the option to renew one (1) additional year. The City 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. CONTRACT PERIOD: This Contract will terminate approximately twelve (12) months from date of execution with the option to renew for two (2) additional one year periods. The City can terminate this contract at its convenience which includes, but not limited to, funding being available in any budget cycle with thirty(30) days written notice. The City reserves the right to award to as many contractors as Utility Operations deems necessary. During slow periods in the contract, the Utility Operations Department will contract according to low bid. It will be the Contractor's responsibility to provide documentation that their company has the equipment and the manpower to maintain their grass cutting obligation. CONTRACT TERMINATION: Page 6 of 24 15` Notice—A representative from the Utility Operations department will submit a certified letter stating the issues. 2"d Notice-A representative from the Utility Operations department will call contractor in for a meeting. 3rd Notice will be a letter of termination of contract for cause. Emergency Plan Is invoked as a result of excessive growth and the contractor unable to handle work load. The City reserves the right to utilize additional contractors in any area to reduce the health hazard from excessive growth and contractor's inability to handle the work load in a timely manner. Contractors should report immediately to Wastewater Conveyance Superintendent Jerome Hudson, all equipment failures, breakdowns, and rain delays in writing within twenty-four(24) hours. Grass Mowing Schedule Month Cut Grass 1st Cut Start By 2nd Cut Start By Jan 1 time/mo 1St thru 15th None Feb 1 time/mo 1st thru 15th None March 2 time/mo 1st thru 5th 15th thru 20th April 2 time/mo 1St thru 5th 15th thru 20th May 2 time/mo 1st thru 5th 15th thru 20th June 2 time/mo 1st thru 5th 15th thru 20th July 2 time/mo 1st thru 5th 15th thru 20th Aug 2 time/mo 1st thru 5th 15th thru 20th Sept 2 time/mo 1st thru 5th 15th thru 20th Oct 2 time/mo 1st thru 5th 15th thru 20th Nov 1 time/mo 1st thru 15th None Dec 1 time/mo 1st thru 15th None Page 7 of 24 Exhibit "D" K& D Affordable Lawn Services FIRST RENEWAL GROUND MAINTENANCE CONTRACT AGREEMENT — K & D AFFORDABLE LAWN SERVICES THIS AGREEMENT is made by and between an individual, firm partnership or corporation, K & D Affordable Lawn Services of Port Arthur, Texas, hereinafter called "CONTRACTOR", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY". WITNESSETH: That for and in consideration of the payments, terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. Pursuant to Resolution No. 17-055, the City entered into a one (1) year contract with the option to renew for two additional one year periods. The parties hereby agree to exercise said option for the second year (first renewal). 2. The Contractor will perform mowing, trimming, weeding, spraying, and removal of litter and debris on city owned properties as stated in the Contract Documents. 3. During the term of this Contract, the CONTRACTOR will furnish at his own expense all of the materials, supplies, tools, equipment, labor, qualified supervision, and other services necessary for the satisfactory completion of specifications and agreement. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the following amounts: Group G $675.00 per cut 5. The term "Contract Documents" means and includes the following: A) Agreement B) Specifications C) Invitation to Bid * D) General Information * E) Advertisement for BIDS * F) Bid * G) Bid Sheet * H) * I) Notice to Proceed J) Addenda * These items were attached to the original letting contract. This agreement is only included in this renewal. 6. The Owner will pay to the Contractor in the manner and at such times as set forth in the General Information such amounts as required by the Contract Documents. 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 8. IN WITNESS WHEREOF, the parties here to have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. OWNER CONTRACTOR BY: BY: Harvey Robinson Authorized Representative Interim City Manager K & D Affordable Lawn Services SIGNED AND AGREED to on the day of , 2018. ATTEST: WITNESS: Sherri Bellard, City Secretary Print Name: 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 also for the entire group. Award will be based on bids received for the group price. It is the City's intention that each site for Groups ''A" through "F" shall be maintained twice per month from March through October, and once per month from November through February (total of 24 cuts). Bidders shall provide unit price for cutting Group 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: 1. 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,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. 10. Litter and debris shall be disposed of properly,off site,at the contractor's expense. Page 5 of 24 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 is 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. 15. Ruts caused by contractor's equipment shall be filled at contractor's expense. 16. The contractor shall repair or replace at his own expenses 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 may be granted due to inclement weather or to unforeseeable events that are not caused by the contractor. 21. LIFT STATIONS and SERVICE CENTER are the only properties that can be sprayed. NO WATER SITES. 22. Proof of current license to spray must be provided with the bid documents if your company is spraying. 23. The inability to access property,or inability to mow for any reason, the contractor should bring these matters to the attention of the City's authorized agent, before attempting mow. 24. This Contract will terminate approximately twelve (12) months from date of execution with the option to renew one (1) additional year. The City 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. CONTRACT PERIOD: This Contract will terminate approximately twelve (12) months from date of execution with the option to renew for two (2) additional one year periods. The City can terminate this contract at its convenience which includes, but not limited to, funding being available in any budget cycle with thirty(30)days written notice. The City reserves the right to award to as many contractors as Utility Operations deems necessary. During slow periods in the contract, the Utility Operations Department will contract according to low bid. It will be the Contractor's responsibility to provide documentation that their company has the equipment and the manpower to maintain their grass cutting obligation. CONTRACT TERMINATION: Page 6 of 24 1S`Notice—A representative from the Utility Operations department will submit a certified letter stating the issues. 2" Notice-A representative from the Utility Operations department will call contractor in for a meeting. 3rd Notice will be a letter of termination of contract for cause. Emergency Plan Is invoked as a result of excessive growth and the contractor unable to handle work load. The City reserves the right to utilize additional contractors in any area to reduce the health hazard from excessive growth and contractor's inability to handle the work load in a timely manner. Contractors should report immediately to Wastewater Conveyance Superintendent Jerome Hudson. all equipment failures. breakdowns. and rain delays in writing within twenty-four(24) hours. Grass Mowing Schedule Month Cut Grass 1s,Cut Start By 2nd Cut Start By Jan 1 time/mo 151 thru 15th None Feb 1 time/mo 1s1 thru 15th None March 2 time/mo 151 thru 5th 15"thru 20th April 2 time/mo 1st thru 5th 15"thru 20th May 2 time/mo 1S1 thru 5th 15"thru 20th June 2 time/mo 151 thru 5th 15"thru 20th July 2 time/mo 151 thru 5th 15"thru 20th Aug 2 time/mo 151 thru 5th 15"thru 20th Sept 2 time/mo 151 thru 5th 15"thru 20th Oct 2 time/mo _ 1st thru 5th 15"thru 20th Nov 1 time/mo 1st thru 15th None Dec 1 time/mo 1st thru 15th None Page 7 of 24