HomeMy WebLinkAboutPR 21293: RENEWAL OF MOWING CONTRACTS FOR GROUPS 1, 2, 3C, 7B, 11 AND 12 City ofj/MOP
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INTEROFFICE MEMORANDUM
Date: February 19, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Chandra Alpough, Director of Parks and Recreation
RE: P.R. 21293 —Renewal of Mowing Contracts for Groups 1, 2, 3C, 7B, 11 and 12
Introduction:
The intent of this Agenda Item is to request the City Council's approval of P. R. No. 21293
authorizing the City Manager to renew the mowing contracts for the second year(first renewal)
with Whit's Grass Cutting of Port Arthur, Texas for Groups 1, 2 & 3C, Amelia Lawn Care &
Landscaping of Groves,Texas for Group 7B and Williams Transport of Lumberton, Texas for Groups
11 & 12,with a total projected budgetary impact of$63,840.00 per year.
Background:
The Parks and Recreation Department is responsible for the mowing of various City parks and
right-of-ways year round in the City of Port Arthur. The City Council and the City Manager
have made the appropriate maintenance of City Parks and rights-of-way a priority.
Pursuant to Resolution No. 19-149,the City of Port Arthur entered into mowing contracts DMJ
Landscaping of Port Arthur, Texas for Groups 1 & 3C, Whit's Grass Cutting of Port Arthur,Texas for
Group 2, Amelia Lawn Care & Landscaping of Groves, Texas for Group 7B, South East Texas Lawn
& Maintenance of Beaumont, Texas for Group 9 and Williams Transport of Lumberton, Texas for
Groups 11 & 12. Pursuant to Resolution No. 19-263, the contract with DMJ Landscaping was
terminated for Groups 1 & 3C and was awarded to Whit's Grass Cutting pursuant to Resolution No.
19-411. In addition, the Parks and Recreation Department currently is not satisfied with South East
Texas Lawn & Maintenance for the mowing of Group 9. Therefore, we have decided that it is in the
best interest of the City not to renew their contract and authorize the Purchasing Department to rebid
said Group.
The Parks and Recreation Department desires to renew the contracts with Whit's Grass Cutting for
Groups 1,2&3C,Amelia Lawn Care&Landscaping for Group 7B and Williams Transport for Groups
11 & 12.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Budget Impact:
Funds are available in the following account: 001-1207-531.31-00
Recommendation:
It is recommended that the City Council approve P.R.No.21293 authorizing the City Manager
to renew the mowing contracts for the second year (first renewal) with Whit's Grass Cutting of
Port Arthur, Texas for Groups 1, 2 & 3C, Amelia Lawn Care & Landscaping of Groves, Texas for
Group 7B and Williams Transport of Lumberton, Texas for Groups 11 & 12, with a total projected
budgetary impact of$63,840.00 per year.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
BID TAB
AWARD COST TABLE
DESCRIPTION BIDDER AMOUNT ESTIMATED ESTIMATED
PER CUT CUTS ANNUAL
GROUP 1 WHIT'S GRASS CUTTING $ 430.00 21 $9,030.00
GROUP 2 WHIT'S GRASS CUTTING $ 400.00 21 $8,400.00
GROUP 3C WHIT'S GRASS CUTTING $ 1,050.00 _ 21 $22,050.00
AMELIA LAWN CARE &
GROUP 7B LANDSCAPING $ 325.00 21 $6,825.00
GROUP 11 WILLIAMS TRANSPORT $ 250.00 21 $5,250.00
GROUP 12 WILLIAMS TRANSPORT $ 585.00 21 $12,285.00
ESTIMATED TOTAL $63,840.00
P. R. No.21293
02/19/20 ca
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST
RENEWAL) FOR MOWING CONTRACTS BETWEEN THE CITY OF
PORT ARTHUR AND WHIT'S GRASS CUTTING OF PORT ARTHUR,
TEXAS FOR GROUPS 1, 2 & 3C; AMELIA LAWN CARE &
LANDSCAPING OF GROVES, TEXAS FOR GROUP 7B; AND
WILLIAMS TRANSPORT OF LUMBERTON, TEXAS FOR GROUPS 11
& 12 FOR MOWING OF VARIOUS CITY PROPERTIES, PARKS, &
RIGHT-OF-WAYS WITH A TOTAL PROJECTED BUDGETARY
IMPACT OF $63,840.00 PER YEAR. FUNDING AVAILABLE IN PARKS
ACCOUNT NO. 001-1207-531.31-00
WHEREAS, pursuant to Resolution No. 19-149, the City of Port Arthur entered into
mowing contracts with DMJ Landscaping of Port Arthur, Texas for Groups 1 & 3C; Whit's
Grass Cutting of Port Arthur, Texas for Group 2, Amelia Lawn Care & Landscaping of Groves,
Texas for Group 7B, South East Texas Lawn & Maintenance of Beaumont, Texas for Group 9
and Williams Transport of Lumberton, Texas for Groups 11 & 12; and,
WHEREAS, pursuant to Resolution No. 19-263, the City Council terminated the
contract for Groups 1 & 3C with DMJ Landscaping of Port Arthur, Texas and directed the
Purchasing Department to rebid Groups 1 & 3C; and,
WHEREAS, pursuant to Resolution No. 19-411, the City Council awarded a contract for
mowing Groups 1 & 3C to Whit's Grass Cutting of Port Arthur, Texas; and,
WHEREAS, the Parks and Recreation Department does not wish to renew the contract
with South East Texas Lawn& Maintenance of Beaumont, Texas for Group 9 and has authorized
the Purchasing Department to rebid said group; and,
WHEREAS, the City desires to renew the contracts for the second year (first renewal),
with Whit's Grass Cutting of Port Arthur, Texas for Groups 1, 2 & 3C; Amelia Lawn Care &
Landscaping of Groves, Texas for Group 7B; and Williams Transport of Lumberton, Texas for
Groups 11 & 12, with a total projected budgetary impact of$63,840.00 per year; now therefore,
P. R. No. 21293
02/19/20 ca
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
Section 1. That the facts and opinions of the preamble are true and correct.
Section 2. That the City Council of the City of Port Arthur hereby authorizes the
second year (first renewal) of the existing contract with Whit's Grass Cutting of Port Arthur,
Texas for Groups 1, 2 & 3C (Exhibit "A"), Amelia Lawn Care & Landscaping of Groves, Texas
for Group 7B (Exhibit "B") and Williams Transport of Lumberton, Texas for Groups 11 & 12
(Exhibit"C") in an annual amount not to exceed $63,840.00.
Section 3. That the estimated number of cuts for each contractor this year is (21)
twenty-one.
Section 4. That a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
READ, ADOPTED AND APPROVED THIS day of , A.D.,
2020, at a Regular Meeting of the City Council of the City of Port Arthur, by the following vote:
AYES:(Mayor)
Councilmembers:
NOES:
Thurman Bill Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
P. R. No. 21293
02/19/20 ca
APPROVED AS TO FORM:
Val Tizeno, Esq.
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton
City Manager
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Chandra Alpough
Director of Parks and Recreation
APPROVED AS TO AVAILABILITY OF FUNDS:
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Kandy Daniel
Interim Director of Finance
*LJA,„t_
Clifton Williams, CPPB
Purchasing Manager
EXHIBIT "A"
CONTRACT FOR MOWING OF VARIOUS CITY PROPERTIES, PARKS
AND RIGHTS-OF-WAY IN GROUPS 1, 2 AND 3C IN THE CITY OF PORT
ARTHUR
THIS AGREEMENT, made this day of , 2020 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 Frederick Whitaker doing business as Whit's Grass Cutting
of Port Arthur, TX, hereinafter called "CONTRACTOR".
WITNESSED: That for and in consideration of the payments, terms, conditions, and agreements
set forth herein, OWNER and CONTRACTOR agree as follows:
1. The terms of this Contract shall be from date stated in the Notice to Proceed, until
May 19, 2021 unless sooner terminated under the provision hereof, with an option to renew
for one (1) additional one-year period. 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.
2. The contractor will perform mowing of properties and Rights-of-Way in Group 1 for $430,
Group 2 for$400 and Group 3C for$1,050.00 per cut 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 to connection
therewith, expecting those supplies specifically not required of Contractor in the
specifications.
4. The contractor will commence the work required by the Contract Document on or before the
date to be specified in the "Notice to Mow" and will mow the lots within seven days unless
the period for comparison is extended otherwise by the Contract Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information*
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original 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 2020
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton
City Manager
Signed on the day of 2020
CONTRACTOR:
Whit's Grass Cutting
Frederick Whitaker
EXHIBIT "B"
SECOND YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF
VARIOUS CITY PROPERTIES,PARKS AND RIGHTS-OF-WAY IN GROUP 7B
IN THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this day of , 2020,
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 H. Wayne Riley doing
business as Amelia Lawn Care & Landscaping hereinafter called "CONTRACTOR".
WITNESSED: That for and in consideration of the payment terms, conditions
and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be the date stated in the Notice to Proceed, until
May 19, 2021 unless sooner terminated under the provision hereof, with an option to
renew for one (1) additional one-year period. 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.
2. The Contractor will perform mowing of properties and Rights—of—Way in Group 7B
for$325 per cut 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 to
connection therewith, expecting those supplies specifically not required of Contractor
in the specifications.
4. The contractor will commence the work required by the Contract Document on or
before the date to be specified in the "Notice to Mow" and will mow the lots within
seven days unless the period for comparison is extended otherwise by the Contract
Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information*
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original 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 2020
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton
City Manager
Signed on the day of 2020
CONTRACTOR:
Amelia Lawn Care & Landscaping
H. Wayne Riley
EXHIBIT "C"
SECOND YEAR (FIRST RENEWAL) CONTRACT FOR MOWING OF VARIOUS CITY
PROPERTIES,PARKS AND RIGHTS-OF-WAY IN GROUPS 11 AND 12 IN THE CITY
OF PORT ARTHUR
THIS AGREEMENT, made this day of , 2020 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 David Williams doing business as Williams
Transport. hereinafter called "CONTRACTOR".
WITNESSED: That for and in consideration of the payments, terms, conditions, and agreements
set forth herein, OWNER and CONTRACTOR agree as follows:
1. The terms of this Contract shall be from the date stated in the Notice to Proceed, until
May 19, 2021 unless sooner terminated under the provision hereof, with an option to renew
for one (1) additional one-year period. 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.
2. The contractor will perform mowing of properties and Rights-of-Way in Group 11 for
$250.00 Group 12 for$585.00 per cut 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 to connection
therewith, expecting those supplies specifically not required of Contractor in the
specifications.
4. The contractor will commence the work required by the Contract Document on or before the
date to be specified in the "Notice to Mow" and will mow the lots within seven days unless
the period for comparison is extended otherwise by the Contract Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information*
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original 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 2020
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton
City Manager
Signed on the day of 2020
CONTRACTOR:
Williams Transport
David Williams