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HomeMy WebLinkAboutPR 21363: RENEWAL OF MOWING SERVICES , .A City of ort rthu Trrr DEVELOPMENT SERVICES DEPARTMENT CODE COMPLIANCE - ENVIRONMENTAL HEALTH DIVISION INTEROFFICE MEMORANDUM Date: May 4, 2020 To: Mayor and City Council Ron Burton, City Manager From: Darlene Thomas-Pierre, Code Compliance Manager RE: Proposed Resolution No. 21363 —Authorizing the F st-Y ar Renew of Contracts with Five (5)vendors on a Rotation Basis for the Mowing of Privately-owned and City-owned Vacant and Developed Lots in an Area of the City Designated as Area A. Recommendation: Staff recommends that the City Council adopt P. R. No. 21363, authorizing the first-year renewal of the contracts with five (5) vendors for the mowing of privately-owned and city- owned residential and commercial vacant and developed lots in Area A, an area of the city which includes El Vista, Vista Village, Lakeside, Port Acres and Montrose One Subdivision. The vendors are (1) K & D Affordable Lawn Service of Port Arthur, Texas @ $0.0030 per square foot; (2) S-MO Unlimited of Port Arthur, Texas @ $0.0033 per square foot; (3) Newcost Company of Port Arthur, Texas @ $0.0033 per square foot; (4) No Problem Lawn Service of Beaumont, Texas @ $0.0033 per square foot; and (5) Mary's Land Maintenance of Port Arthur, Texas @ $0.0035 per square foot. Each contractor has demonstrated that they are qualified and capable to perform mowing services in Area A. Background: The contracts with the five (5) vendors were all approved by Resolution No. 19-184 on May 7, 2019; it was approved for one (1) year with an option to renew for two (2) additional years. The vendors have been providing quality service and have met the terms of their contracts with the City. The response and services of these vendors has been commendable. One contract which was approved at that time (J. B. Lawn Service) will not be renewed due to the failure of the vendor to meet their contractual obligations. These contracts are necessary due to the abundance of high grass in Port Arthur, and the Environmental Health Division needs multiple vendors to maintain each area. Below is the order of rotation for the vendors, as was previously determined at the May 7, 2019, City Council Meeting. This contract will be the second year of the contract with the option to renew for one (1) additional year. P.R. NO. 21363 04/30/2020 PD RESOLUTION NO. A RESOLUTION AUTHORIZING THE FIRST RENEWAL OF CONTRACTS PURSUANT TO RESOLUTION NO. 19-184 BETWEEN THE CITY OF PORT ARTHUR AND (5) VENDORS FOR GRASS MOWING SERVICES OF PRIVATELY- OWNED AND CITY-OWNED VACANT AND DEVELOPED LOTS IN AN AREA OF THE CITY DESIGNATED AS AREA A. FUNDS ARE AVAILABLE IN GENERAL FUND ACCOUNT NUMBER 001-1304-541.59-00, (OTHER CONTRACTUAL SERVICE). WHEREAS,there are numerous properties that the City maintains by mowing the grass, due to the lack of care by the owners; and WHEREAS,multiple contractors are needed for each Area due to the volume; and WHEREAS,Area A is the Area of the City designated as El Vista,Vista Village,Lakeside, Port Acres, and Montrose One Subdivision. WHEREAS, the City Council originally awarded six (6) contracts on May 7, 2019, pursuant to Resolution No. 19-184; and WHEREAS,the contract with J. B. Lawn Service of Port Arthur, TX, was terminated for failure to meet its contractual obligations; and WHEREAS,the order of rotation is attached hereto as Exhibit"A"; and WHEREAS, the City Council deems in the best interest of the City to renew the existing contracts with the five (5)remaining vendors; and WHEREAS,this is first renewal of the five contracts attached hereto as Exhibit A, including an option to renew each contract for one (1) additional year. 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. P.R. NO. 21363 04/30/2020 PD Section 2. That the City Manager is hereby authorized to execute, on behalf of the City of Port Arthur. contract renewals with(1) K& D Affordable Lawn Service of Port Arthur, Texas @ $0.0030 per square foot; (2) S-MO Unlimited of Port Arthur, Texas @ $0.0033 per square foot; (3) Newcost Company of Port Arthur, Texas @ $0.0033 per square foot; (4) No Problem Lawn Service of Beaumont, Texas @$0.0033 per square foot; and(5)Mary's Land Maintenance of Port Arthur, Texas @ $0.0035 per square foot for the mowing of vacant and developed lots located in the Area designated as Area A, in substantially the same form as attached hereto as Exhibits B thru F respectively. Section 3. That. a copy of the caption be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED on this 12th day of May, A.D., 2020, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor Council Members NOES: THURMAN BILL BARTIE, MAYOR ATTEST: SHERRI BELLARD, CITY SECRETARY P.R. NO. 21363 04/30/2020 PD APPROVED AS 0 FORM: /4J VAL TIZENO, CITY TORN Y APPROVED FOR ADMINISTRATION: RON BURTON, CITY MANAGER P.R. NO. 21363 04/30/2020 PD SCO M MOORE, AS' • T C TY AG P• MELA LANGFORD I D ' TOR OF DEVELOPMENT SERVICES a /Al., _/All D l� E THOS'-- IERRE C a DE COMPLIANCE MANAGER AP 'ROVED FOR PURCHASING: 11 ,, CLIFTON WILLIAMS, CPPB PURCHASING MANAGER APPROVED AS TO AV ILITY OF FUNDS: KANDY DPNIEL INTERIM FINANCE DIRECTOR EXHIBIT A ENVIRONMENTAL HEALTH- VACANT AND DEVELOPED LOTS AREA A ORDER OF ROTATIOIN VENDOR PER SQUARE FT K& D AFFORDABLE LAWN SERVICE,PORT ARTHUR,TEXAS $0.0030 SMO UNLIMITED,PORT ARTHUR,TEXAS $0.0033 NEWCOST COMPANY,PORT ARTHUR,TEXAS $0.0033 NO PROBLEM SERVICES,BEAUMONT,TEXAS $0.0033 MARY'S LAND MAINTENANCE,PORT ARTHUR,TEXAS $0.0035 EXHIBIT B RENEWAL CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 K&D Affordable Lawn Service, herein acting individual, firm, partnership or corporation by and through Dawanna Mouton-Ceasar, 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. The terms of this Contract shall be from May 11, 2020 to May 10, 2021 with the option to renew for an additional one (1) year period. 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. 2. Mowing assignments will be given the Contractor with the lowest contract price that is available to perform the task. 3. The Contractor will perform work, as stated in the Contract Documents. 4. 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, except those supplies specifically not required of Contractor in the Specifications. 5. 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: $0.0030 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid c) Addenda d) General Information e) Specifications O Bid g) Notice of Award h) Notice to Proceed 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 hereto have executed, or caused to be executed by their duly authorized officials, this Agreement and two (2) copies, each of which shall be deemed an original on the date first above written. EXHIBIT B 8. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement and two (2) copies, each of which shall be deemed an original on the date first above written. Signed on the day of 2020. CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2020. K&D AFFORDABLE LAWN SERVICE BY Dawanna Mouton-Ceasar ADDRESS PHONE NO. /FAX NO. EMAIL EXHIBIT C RENEWAL CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 SMO Unlimited, herein acting individual, firm, partnership or corporation by and through Morris Johnson, 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. The terms of this Contract shall be from May 11, 2020 to May 10, 2021 with the option to renew for an additional one (1) year period. 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. 2. Mowing assignments will be given the Contractor with the lowest contract price that is available to perform the task. 3. The Contractor will perform work, as stated in the Contract Documents. 4. 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, except those supplies specifically not required of Contractor in the Specifications. 5. 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: $0.0033 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid c) Addenda d) General Information e) Specifications f) Bid g) Notice of Award h) Notice to Proceed 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 hereto have executed, or caused to be executed by their duly authorized officials, this Agreement and two (2) copies, each of which shall be deemed an original on the date first above written. EXHIBIT C Signed on the day of 2020. CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2020. SMO UNLIMITED BY Morris Johnson ADDRESS PHONE NO. /FAX NO. EMAIL EXHIBIT D RENEWAL CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 Newcost Company, herein acting individual, firm, partnership or corporation by and through Breton Newcost, 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. The terms of this Contract shall be from May 11, 2020 to May 10, 2021 with the option to renew for an additional one (1) year period. 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. 2. Mowing assignments will be given the Contractor with the lowest contract price that is available to perform the task. 3. The Contractor will perform work, as stated in the Contract Documents. 4. 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, except those supplies specifically not required of Contractor in the Specifications. 5. 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: S0.0033 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid c) Addenda d) General Information e) Specifications f) Bid g) Notice of Award h) Notice to Proceed 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 hereto 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 on the date first above written. EXHIBIT D Signed on the day of 2020. CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2020. NEWCOST COMPANY BY Breton Newcost ADDRESS PHONE NO. /FAX NO. EMAIL EXHIBIT E RENEWAL CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 No Problem Services, herein acting individual, firm, partnership or corporation by and through Brian Roberts, 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. The terms of this Contract shall be from May 11, 2020 to May 10, 2021 with the option to renew for an additional one (1) year period. 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. 2. Mowing assignments will be given the Contractor with the lowest contract price that is available to perform the task. 3. The Contractor will perform work, as stated in the Contract Documents. 4. 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, except those supplies specifically not required of Contractor in the Specifications. 5. 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: $0.0033 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid c) Addenda d) General Information e) Specifications f) Bid g) Notice of Award h) Notice to Proceed 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 hereto have executed, or caused to be executed by their duly authorized officials, this Agreement and two (2) copies, each of which shall be deemed an original on the date first above written. EXHIBIT E Signed on the day of 2020. CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2020. NO PROBLEM SERVICES BY Brian Roberts ADDRESS PHONE NO./FAX NO. EMAIL EXHIBIT F RENEWAL CONTRACT FOR MOWING OF PRIVATELY-OWNED& CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 Mary's Land Maintenance, herein acting individual, firm, partnership or corporation by and through Mary Rodgers, 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. The terms of this Contract shall be from May 11, 2020 to May 10, 2021 with the option to renew for an additional one (1) year period. 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. 2. Mowing assignments will be given the Contractor with the lowest contract price that is available to perform the task. 3. The Contractor will perform work, as stated in the Contract Documents. 4. 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, except those supplies specifically not required of Contractor in the Specifications. 5. 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: $0.0035 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid c) Addenda d) General Information e) Specifications f) Bid g) Notice of Award h) Notice to Proceed 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 hereto have executed, or caused to be executed by their duly authorized officials, this Agreement and two (2) copies, each of which shall be deemed an original on the date first above written. EXHIBIT F Signed on the day of 2020. CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2020. MARY'S LAND MAINTENANCE BY Mary Rodgers ADDRESS PHONE NO. /FAX NO. EMAIL