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HomeMy WebLinkAboutPR 21869: CONTRACTS FOR GRASS MOWING (5) VENDORS FOR PRIVATELY-OWNED AND CITY-OWNED VACANT AND DEVELOPED LOTS s.‘ ,„\\II 1,11/(0 City of • j 1/110 ort rthur cele— Texas DEVELOPMENT SERVICES DEPARTMENT CODE COMPLIANCE - ENVIRONMENTAL HEALTH DIVISION INTEROFFICE MEMORANDUM Date: April 16, 2021 To: Mayor and City Council Ron Burton, City Manager From: Darlene Thomas-Pierre, Code Compliance Manager RE: Proposed Resolution No. 21869 – Authorizing the Third-Year (Second and Final Renewal) 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. 21869,authorizing the third-year(second and final 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 Subdivisions. 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: Contracts with the five(5)vendors were approved by Resolution No. 19-184 on May 7,2019; The contracts were renewed for one (1) year with an option to renew for one (1) additional year by Resolution No. 20-136 on May 12, 2020. 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 final renewal. VENDOR PRICE PER SQUARE FT 1. K&D Affordable Lawn Service, Port Arthur, Texas 0.0030 2. S-MO Unlimited,Port Arthur,Texas 0.0033 3. Newcost Company, Port Arthur, Texas 0.0033 4. No Problem Services,Beaumont, Texas 0.0033 5. Mary's Land Maintenance, Port Arthur, Texas 0.0035 Budget and Revenue Impact: Acceptance of this recommendation will not require a budget amendment. Funding is available in Account No. 001-13-039-5470-00-50-000 (Other Contractual Service) Summary: Staff recommends that the City Council adopt P. R. No. 21869, thereby authorizing the third-year(second and final renewal) of contracts between the City of Port Arthur and (1) K & D Affordable Lawn Service of Port Arthur, Texas @ $0.0030 per square foot; (2) SMO 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 privately-owned and city-owned residential and commercial vacant and developed lots in Area A. The contractors must submit proof of insurance. DTP/pld CC: Pamela Langford, Director of Development Services P.R. NO. 21869 04/16/2021 PD RESOLUTION NO. A RESOLUTION AUTHORIZING THE THIRD-YEAR (SECOND AND FINAL RENEWAL)OF CONTRACTS FOR MOWING SERVICES 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 001-13-039-5470-00-50-000, (OTHER CONTRACTUAL SERVICE). WHEREAS, there are a large number of 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 Subdivisions; and WHEREAS, the City approved six (6) contracts on May 7, 2019, pursuant to Resolution No. 19-184; and WHEREAS, the City renewed six (6) contracts on May 12, 2020 by Resolution No. 20- 136; and WHEREAS,the City wants to renew five (5) of the existing contracts; and WHEREAS,the contract with J. B. Lawn Service of Port Arthur, TX, was terminated for failure to meet contractual obligations; and WHEREAS,the order of rotation is attached hereto as Exhibit"A"; and WHEREAS,this will be the third-year(second and final renewal)of the contract; and said contracts are attached as Exhibits B through F. P.R. NO. 21869 04/16/2021 PD 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 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 27th day of April, A.D., 2021, 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 P.R. NO. 21869 04/16/2021 PD ATTEST: A'PROVED AS TO FORM: 'ii d acrAV h't•141-1-pj SHERRI BELLARD, CITY SECRETARY AL TI ENO, CITY ATTORNEY APPROVED FOR ADMINISTRATION: RON BURTON, CITY MANAGER SCOTT MOORE, S STA T C MAN G r0 I • PAMELA LANGFORD j DI' TOR OF DEVELOPMENT Si'VIC1 S /1\ L. i.1/ Ai. lli . / i�-'i . , . - � ' 'LENS ':dririe,. E ,j; IDE COMPLIANCE MANAG I R • P 'R I VED FOR PURCHASING: 110 ,1A44141, CLIF i••N WILLIAMS, CPPB PURCHASING MANAGER APPROVED AS TO AVAILABILITY I F F b DS: C.� U , KANDY DANIEL 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 S-MO 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 THIRD-YEAR(SECOND AND FINAL RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 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, 2021 to May 10, 2022. This will be the final renewal. 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 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. 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. CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2021. K&D AFFORDABLE LAWN SERVICE BY Dawanna Mouton-Ceasar ADDRESS PHONE NO. /FAX NO. EMAIL Signed on the day of 2021. EXHIBIT C THIRD-YEAR(SECOND AND FINAL RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 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, 2021 to May 10, 2022. This will be the final renewal. 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 CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2021. SMO UNLIMITED BY Morris Johnson ADDRESS PHONE NO. /FAX NO. EMAIL Signed on the day of 2021. EXHIBIT D THIRD-YEAR(SECOND AND FINAL RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 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, 2021 to May 10, 2022. This will be the final renewal. 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. EXHIBIT D 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. CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2021. NEWCOST COMPANY BY Breton Newcost ADDRESS PHONE NO. /FAX NO. EMAIL Signed on the day of 2021. EXHIBIT E THIRD-YEAR(SECOND AND FINAL RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 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, 2021 to May 10, 2022. This will be the final renewal. 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 CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2021. NO PROBLEM SERVICES BY Brian Roberts ADDRESS PHONE NO. /FAX NO. EMAIL Signed on the day of 2021. EXHIBIT F THIRD-YEAR(SECOND AND FINAL RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this 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 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, 2021 to May 10, 2022. This will be the final renewal. 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 CITY OF PORT ARTHUR BY Ron Burton, City Manager Signed on the day of 2021. Mary's Land Maintenance BY Mary Rodgers ADDRESS PHONE NO. /FAX NO. EMAIL Signed on the day of 2021.