HomeMy WebLinkAboutPR 21037: FIRST AND FINAL RENEWAL CONTRACT WITH WHIT'S GRASS CUTTING Memorandum
City of Port Arthur, Texas
Robert A. "Bob"Bowers Civic Center
To: The Honorable Mayor and City Council
Through: Ronald Burton, Interim City Manager
From: Adam J Saunders,Civic Center Director
RE: Proposed Resolution No. 21037
NATURE OF THE REQUEST:
Pursuant to Resolution No. 18-434, the City Council authorized a one-year contract with Whit's
Grass Cutting of Port Arthur, Texas in the amount of $38,500.00 per year for grass cutting
services for the Civic Center Department Buildings, with the option to renew for one (1)
additional one-year period. The current contract ends in November of 2019 and I am requesting
a renewal for one additional year.
ANALYSIS/CONSIDERATION:
The Civic Center Department is responsible for eight City of Port Arthur owned buildings.
Lawn maintenance is included in this responsibility.
BUDGETARY AND FISCAL EFFECT
This will be paid through the Civic Center Account 001-1061-518.31-00.
RECOMMENDATION
A resolution authorizing the second year (first and final renewal) of the contract with
Whit's Grass Cutting of Port Arthur, Texas for grass cutting services at the Civic Center
Department buildings with a projected budgetary impact of $38,500.00 per year.
Funding available in Civic Center Account Number 001-1061-518.31-00
STAFFING EFFECT
None
PR21037
P.R. No. 21037
09/04/2019-j s
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO THE SECOND YEAR (FIRST AND FINAL RENEWAL) OF THE
CONTRACT WITH WHIT'S GRASS CUTTING OF PORT ARTHUR,
TEXAS FOR GRASS CUTTING SERVICES AT THE CIVIC CENTER
DEPARTMENT BUILDINGS WITH A PROJECTED BUDGETARY
IMPACT OF $38,500.00 PER YEAR. FUNDING AVAILABLE IN CIVIC
CENTER ACCOUNT NUMBER 001-1061-518.31-00
WHEREAS, pursuant to Resolution No. 18-434, the City Council approved a one-year
contract with Whit's Grass Cutting of Port Arthur, Texas in the amount of$38,500.00 per year
for grass cutting services for the Civic Center Department Buildings, with the option to renew for
one(1) additional one-year period; and,
WHEREAS, the City desires to renew said grass cutting services contract for one (1)
additional year(final renewal) in the original contract amount of$38,500.00.
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 of the City of Port Arthur hereby approves the
second year (first and final renewal) of the contract between the City of Port Arthur and Whit's
Grass Cutting of Port Arthur, Texas for the not to exceed amount of $38,500.00 annually, in
substantially the same form as attached hereto as Exhibit"A".
Section 3. That, the City Manager is hereby authorized to execute the second year
(first and final renewal) of the contract for grass cutting services for the Civic Center
Department with Whit's Grass Cutting of Port Arthur, Texas, in an annual estimated budgetary
amount of$38,500.00.
P.R. No. 21037
09/04/2019-j s
Section 4. That, funding is available in Civic Center Department
Land maintenance account, 001-1061-518.31-00.
Section 5. That, a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
READ, ADOPTED AND APPROVED on this day of September 2019 at a
Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYES: Mayor:
Councilmembers: •
NOES:
Thurman Bartie, Mayor
ATTEST:
Sherri Bellard, City Secretary
P.R. No. 21037
09/04/2019-j s
APPROVED AS TO FORM:
ifyt, egico--F
al To,/ity Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton, Interim City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Dani4 Interim Finance Director Clifto / ilhams, CPPB, Purchasing Manager
GRASS CUTTING SERVICES FOR CIVIC CENTER DEPT BLDGS
THIS AGREEMENT,made this day of , 2019,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 Whit's Grass Cutting
hereinafter called "CONTRACTOR"
WITNESSETH: That for and in consideration of the payment terms, conditions and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. Pursuant to Resolution No. 18-434, the City entered into a one (1) year contract with
the option to renew for one additional one-year period. The parties hereby agree to
exercise said option for the second year(first and final renewal).
2. The Contractor will perform work 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 and other services necessary in
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
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 cost:
Grass Cutting Service $38,500.00 per year
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) Addenda *
c) General Information*
d) Specifications*
e) Bid*
f) Notice of Award*
g) Notice to Proceed*
*These items were attached to the original letting contract. This agreement is only
included in this renewal.
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
7. 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 above written.
Signed on the day of , 2019.
ATTEST: CITY OF PORT ARTHUR
BY:
Sherri Bellard, City Secretary Ronald Burton, Interim City Manager
Signed on the day of ,2019.
ATTEST WHIT'S GRASS CUTTING
BY:
Sherri Bellard, City Secretary
Print Name:
Title: