HomeMy WebLinkAboutPR 21382: NON-EXCLUSIVE CONTRACT WITH MAINSTAY SUITES _..,
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INTEROFFICE MEMORANDUM
Date: May 8, 2020
To: The Honorable Mayor and City Council
vz&Through: Ronald Burton, City Manager S
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From: TimothyDuriso, Chief of Police
RE: PR 21382 Resolution authorizing a non-exclusive contract between the city of
Port Arthur and the Mainstay Suites
Introduction:
The intent of this Agenda Item is to seek the City Council's approval to enter into a non-
exclusive contract with the Mainstay Suites of Port Arthur, Texas as to provide services,
supplies, accommodations, or conference rooms in case of an emergency.
Background:
In the case of a declared disaster, the City of Port Arthur is in need of living quarters and space
for emergency operations center (EOC), activities and other emergency response and recovery
activities during a sustained natural or manmade disaster for essential personnel and all first
responders. Therefore the city of Port Arthur requests or deems necessary the need for
Mainstay Suites to fill the aforementioned required parameters.
Budget Impact:
The city of Port Arthur agrees to pay for the services, supplies, accommodations, and or
conference rooms for all city government activities while in use during the sustained response
and recovery activities.
Recommendation:
It is recommended that City Council approve to enter into a non-exclusive contract with the
Mainstay Suites of Port Arthur, Texas as to provide services, supplies, accommodations, or
conference rooms in case of an emergency.
"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. 21382
04/28/2020 gt
RESOLUTION NO.
A RESOLUTION AUTHORIZING A NON-EXCLUSIVE CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND MAINSTAY SUITES OF
PORT ARTHUR, TEXAS TO PROVIDE SERVICES, SUPPLIES,
ACCOMMODATIONS, OR CONFERENCE ROOMS IN THE CASE OF AN
EMERGENCY OR DISASTER WITH THE TERM OF THE AGREEMENT
FROM MAY 26, 2020 TO APRIL 25, 2022
WHEREAS, the City of Port Arthur desires to enter into a non-exclusive contract
with MainStay Suites of Port Arthur, Texas as to provide services, supplies,
accommodations, or conference rooms in case of an emergency, as delineated in Exhibit
"A", with the term of the Agreement May 26, 2020 to April 25, 2022, with an option to
renew for two additional two-year periods.
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 of Port Arthur is herein authorized to enter into a non-
exclusive contract with MainStay Suites of Port Arthur, Texas as to provide services,
supplies, accommodations, or conference rooms in case of an emergency, in substantially
the same form as delineated in Exhibit "A", with the term of the Agreement from May 26,
2020 to April 25, 2022, with an option to renew for two additional two-year periods.
Section 3. That a copy of the caption of this Resolution be spread upon the
Minutes of the Corporation.
READ, ADOPTED AND APPROVED on this day of , A.D., 2020,
at a Meeting of the City Council of the City of Port Arthur, by the following vote: AYES:
s.pr21382
Mayor:
Councilmembers:
NOES:
Thurman Bill Bartie, Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
laX
Valecia R.sizeno
City Attorney
APPROVED FOR ADMINISTRATION:
Ronald Burton
City Manager
s.pr21382
EXHIBIT "A"
s.pr21382
STATE OF TEXAS §
§
COUNTY OF JEFFERSON §
EMERGENCY NON-EXCLUSIVE CONTRACT (HOTEL)
WHEREAS, the City of Port Arthur and MainStay Suites are herein entering into
this Non-Exclusive Contract as to provide services, supplies, accommodations or
conference rooms in case of a disaster; and
WHEREAS, a disaster is one that is declared by the Mayor, the County Judge,
the Governor, or by the President, for the area encompassing the City of Port Arthur.
NOW THEREFORE, the City of Port Arthur and the Company agree as follows:
(1) The Company presently provides services, supplies,
accommodations, or conference rooms to the public at 7648
Memorial Blvd., Port Arthur, TX 77642.
(2) The prices for the services, supplies, accommodations, or
conference rooms may change due to fluctuations of supply and
demand. The Company agrees to provide the City with updated
price lists and inventories as reasonably requested and as needed
for planning of disasters.
(3) In case of a declared disaster, the Company agrees that the "City"
or an affiliated governmental entity can enter its premises and take
such services, supplies, accommodations, and/or conference rooms
for the disaster and for the City's possible use as an emergency
operations center on the following conditions:
s.emergency contract_MainStay Suites 2020 1
(a) The "Company" and the City of Port Arthur or the
affiliated governmental entity shall maintain an
agreed list of all specific services, supplies,
accommodations, or conference rooms taken, with
the time and date it was taken, who authorized the
taking, and the prospective use.
Description of Date Time City Official who Prospective use
services, Taken Taken authorized it
supplies,
accommodati
ons, or
conference
rooms
The "City" shall provide the Company with the Agreed list within seven (7) days
of the services, supplies, accommodations, and/or conference rooms being taken.
(b) The "City" will pay for the services, supplies,
accommodations, and/or conference rooms at the price for
the services, supplies, accommodations, or conference
rooms, which was advertised ten (10) days prior to the
declaration of disaster.
s.emergency contract_MainStay Suites 2020 2
(c) The "City" shall pay for the services, supplies,
accommodations, and/or conference rooms used within
twenty (20) days after the provider provides an itemized
invoice, with a certification that the price being charged is
the posted price.
(4) In case of a disaster, the "City" has the option to secure the
premises and provide emergency electricity to the premises at the
cost of the City.
(5) It is at the sole discretion of the City as to whether to obtain
services, supplies, accommodations, and/or conference rooms from
any particular provider.
(6) This agreement commences from May 26, 2020 and shall continue
until April 25, 2022, with an option to renew for two additional two-
year periods. It can be terminated with thirty (30) days notice by
either party. Nevertheless, it cannot be terminated by the provider
during the period of the disaster.
(7) Notice can be provided as follows:
CITY OF PORT ARTHUR
444 4th Street
Port Arthur, TX 77640
ATTN: City Manager
(409) 983-8100
s.emergency contract_MainStay Suites 2020 3
PROVIDER:
MainStay Suites
7648 Memorial Blvd.
Port Arthur, TX 77642
(409)
(409) (facsimile number)
(e-mail address of general
manager)
SIGNED ON this the day of , 2020.
CITY OF PORT ARTHUR
By:
Ronald Burton
City Manager
SIGNED ON this the day of , 2020.
MAINSTAY SUITES
PORT ARTHUR
By:
Print Name:
Title:
s.emergency contract_MainStay Suites 2020 4