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INTEROFFICE MEMORANDUM
Date: March 24, 2021
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Chandra Alpough, Director of Parks and Recreation
RE: P.R. 21867—Renewal of Mowing Contracts for Groups 1, 2, 3C, 11 and 12
Introduction:
The intent of this Agenda Item is to request the City Council's approval of P. R. No. 21867
authorizing the City Manager to renew the mowing contracts for the third year (second
renewal) with Whit's Grass Cutting of Port Arthur, Texas for Groups 1, 2 & 3C, and Williams
Transport of Lumberton, Texas for Groups 11 & 12, with a total projected budgetary impact of
$57,015.00per 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.
Budget Impact:
Funds are available in the following account: 001-25-065-5311-00-20-000
"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
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 $57,015.00per 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
P. R. No. 21867
03/24/2021 dg.
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE THIRD YEAR (FINAL
RENEWAL) FOR MOWING CONTRACTS BETWEEN THE CITY OF
PORT ARTHUR AND WHIT'S GRASS CUTTING OF PORT ARTHUR,
TEXAS FOR GROUPS 1, 2 & 3C, AND WILLIAMS TRANSPORT OF
LUMBERTON, TEXAS FOR GROUPS 11 & 12 FOR MOWING OF
VARIOUS CITY PROPERTIES, PARKS, & RIGHT-OF-WAYS WITH A
PROJECTED BUDGETARY IMPACT OF $57,015.00 PER YEAR.
FUNDING AVAILABLE IN PARKS ACCOUNT NO. 001-25-065-5311-00-
00-000
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, pursuant to Resolution No. 20-071, the City Council authorized the second
year (first renewal) for the mowing contracts with Whit's Grass Cutting for Groups 1, 2 & 3C,
Amelia Lawn Care for Group 7B and Williams Transport for Groups 11 & 12 for an annual total
projected budgetary impact of$63,840; and,
WHEREAS, the Parks and Recreation Department does not wish to renew the contract
with Amelia Lawn Care & Landscaping of Groves, TX for Group 7B and the Parks Division will
continue to maintain this group; and,
P. R. No. 21867
03/24/2021 dg.
WHEREAS, the Parks and Recreation Department desires to renew the contracts for the
third year(final renewal), with Whit's Grass Cutting of Port Arthur, Texas for Groups 1, 2 & 3C,
and Williams Transport of Lumberton, Texas for Groups 11 & 12, with a total projected
budgetary impact of$57,015.00 per year; now therefore,
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
third year (final renewal) of the existing contract with Whit's Grass Cutting of Port Arthur, Texas
for Groups 1, 2 & 3C (Exhibit "A"), and Williams Transport of Lumberton, Texas for Groups 11
& 12 (Exhibit"B") with a total projected budgetary impact of$57,015.00 per year.
Section 3. That the estimated number of cuts for each contractor this year is 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.,
2021, at a Regular Meeting of the City Council of the City of Port Arthur, by the following vote:
AYES:(Mayor)
Councilmembers:
NOES:
P. R. No. 21867
03/24/2021 dg.
Thurman Bill Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
bi_kay
al Tizen Esq.
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton
City Manager
Chandra Alpough
Director of Parks and Recreation
APPROVED AS TO AVAILABIL OF FUNDS:
Kandy Daniel
Interim Director of Finance
. Diu
Clifto Williams, CPPB
Purchasing Manager
P. R. No. 21867
03/24/2021 dg.
EXHIBIT "A"
THIRD YEAR(SECOND RENEWAL) 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 , 2021 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 the date stated in the Notice to Proceed, until
May 19, 2022 unless sooner terminated under the provision hereof. 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 2021
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton
City Manager
Signed on the day of 2021
CONTRACTOR:
Whit's Grass Cutting
Frederick Whitaker
P. R. No. 21867
03/24/2021 dg.
EXHIBIT "B"
THIRD YEAR(SECOND 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 , 2021 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, 2022 unless sooner terminated under the provision hereof. 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 2021
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton
City Manager
Signed on the day of 2021
CONTRACTOR:
Williams Transport
David Williams
P. R. No. 21867
03/24/2021 dg.
EXHIBIT "C"
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
GROUP 11 WILLIAMS TRANSPORT $ 250.00 21 $5,250.00
GROUP 12 WILLIAMS TRANSPORT $ 585.00 21 $12,285.00
ESTIMATED TOTAL $57,015.00
CITY OF PORT ARTHUR
Parks and Recreation
1308 9th Avenue 77642
(409)-983-8152(office)
(409) 983-5644 (fax)
City of Port Arthur "2021" Contractor Mowing Schedule*
Month # of Cuts Week(s) beginning:
January 2021 NO CUTS
February 2021 NO CUTS
March 2021 NO CUTS
April 2021 NO CUTS
May 2021 One May 19th
June 2021 Three June 1st, 15th and 29th
July 2021 Two July 6th and 20th
August 2021 Three August 3rd 17th and 31st
September 2021 Two September 7th and 21st
October 2021 Two October 6th and 20th
November 2021 Three November 2nd, 16th and 30th
December 2021 Two December 7th and 21st
(3) Floating Cuts
*PAYMENT REQUIREMENTS:
1. The Parks and Recreation Department office must be notified prior to, and immediately
following cutting for payment processing.
2. The weeks in which inclement weather or other conditions preclude cutting, the Parks and
Recreation Department is to be notified immediately. ALL VARIATIONS MUST BE PRE-
APPROVED.
3. Failure to adhere to 1 and 2 above can result in non-payment.
4. Dates are subject to change and available funding.
Reviewed by:
Isaac Riser Date Harriet Collins Date
Parks Coordinator Facilities Maintenance Supervisor
Approved by:
Chandra Alpough Date
Director of Parks and Recreation