HomeMy WebLinkAboutPR 12068:JANITORIAL CONTRACTCity of Port Arthur
Memorandum
TO: Stephen B. Fitzgibbons, City Manager DATE: 01/22/03
FROM: Dr. Albert T. Thigpen, Interim Director of Parks and Recreation~
RE: Proposed Resolution No. 12068 A Resolution Awarding A Cor~ract to the
Lowest Responsible Bidder and Authorizing the Execution of the Contract for
Janitorial Services at 1308 9"~ Avenue to SanServe Building Services of
Beaumont, Texas in the Amount of $ 24,961.80 for the Parks and Recreation
Department for an initial one (1) year period with an option to renew for an
additional year at the original bid amount. Account no. 001-1402-551-32.00
COMMENT
.Recommendation
I recommend that the City Council adopt proposed Resolution No. 12068 Awarding A
Contract to the Lowest Responsible Bidder and Authorizing the Execution of the
Contract for Janitorial Services at 1308 9~ Avenue to SanServe Building Services
of Beaumont, Texas in the Amount of $ 24,961.80 for the Parks and Recreation
Department for an initial one (1) year period with an option to renew for an additional
year at the original bid amount. Account no. 001-1402-551-32.00
The approximate amount budgeted for the custodian position is $ 32,000 including
benefits.
The b/d received from SanServe Bldg. Services is the/owestandbestbideven after
the SM/oca/preference rule is taken into consideration.
Background
.As you are aware, the Parks and Recreation Department maintained a full-time
custodial position for a number of years. Said position is currently budgeted in the
department's FY 2003 budget. However, the position's incumbent resigned effective
02/17/02. At that time it was deemed prudent to examine alternatives to filling the
custodial position to optimize utility for the department.
Rec Ctr. Janitorial Bids CAM 2003
The Recreation Division operates programs which often go outside the standard 8:00
a.m. to 5:00 p.m. workday. Consequently, the division has specia~ needs for a
"custodian" presence as well as a need for cleaning to occur at times other than
immediately after 5:00 p.m. Based on the foregoing, bids were sought from janitorial
firms for the provision of cleaning services and provision of a "porter" (on-site
custodian) for a period of four (4) hours per day to handle routine as well as un-
anticipated needs that may arise during the work day at the Recreation Center.
Bids were received from four (4) firms as follows:
Prof. Maid Svc Whitmore Cleaning Svc SeTx Bldg Svcs
Port Arthur Kountze Nederland
SanServe BIdg Svcs
Beaumont
Bid $16,900 $17,400 $15,000 $14,915.40
Porter $15,744.96 $12,480 $13,200 $10,046.40
Total $ 32,644.96 $ 29,880 $ 28,200 $ 24,961.80
The recommended bid is for the provision of cleaning services and supplies as well as
a part-time porter. The bid received from SanServe Bldg. Services is the lowest and
best bid even after the $~g Iocal preference rule is taken into consideration.
Budgetary/Fiscal Effect
Approval of this recommendation would authorize expenditure of funds in the amount
of $ 24,961.80. Funding would occur through the re-alignment of funds within the
department budget from Regular Earnings 001-1402-551.11-00 to the Building
Maintenance account 001-1402-551.32-00. Funds are available in the current budget
for this purpose. The approximate amount budgeted for the custodian position is $
32,000 including benefits.
Staffing/Emolovee Effect
No permanent staffing effect would occur. During the term of the contract the custodian
position in the department's budget would remain vacant.
Summary
I recommend the adoption of P. R. 12068 Awarding A Contract to the Lowest
Responsible Bidder and Authorizing the Execution of the Contract for Janitorial
Services at 1308 9"' Avenue to SanServe Building Services of Beaumont, Texas in the
Amount of $ 24,961.80 for the Parks and Recreation Department for an initial one (1)
year period with an option to renew for an additional year at the original bid amount.
Account no. 001-1402-551-32.00
The bid received from SanServe Bldg. Services is the lowest and best bid even after
the $~ Iocal preference rule is taken into consideration.
Z
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P. R. #12068
01/23/03 - cg
RESOLUTION NO.
A RESOLUTION AWARDING A CONTRACT TO THE LOWEST RESPONSIBLE BIDDER AND
AUTHORIZING THE EXECUTION OF THE CONTRACT FOR JANITORIAL SERVICES TO SANSERVE
BUILDING SERVICES OF BEAUMONT, TEXAS FOR A TOTAL AMOUNT OF $24,961.80 FOR THE PARKS
AND RECREATION DEPARTlVlENT FOR AN INITIAL ONE (1) YEAR PERIOD W1TH AN OPTION TO
RENEW FOR UP TO ONE (1) YEAR AT THE ORIGINAL BID AMOUNT. ACCOUNT NO. 001-1402-
551.32-00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT the City Council of the City of Port Arthur hereby awards the Contract for Janitorial
Services for the Port Arthur Parks and Recreation Department to the lowest responsible bidder, to wit:
SANSERVE BUILDING SERVICES; and,
THAT, the Mayor and City Manager of the City of Port Arthur are hereby authorized and
directed to execute on behalf of the City of Port Arthur a contract, a copy of which is attached hereto
as Exhibit "A", between the City of Port Arthur and SANSERVE BUILDING SERVICES for the contract
price of twenty-four thousand, nine hundred sixty-one and 80/100 ($24,961.80) dollars for providing
janitorial services and cleaning supplies as well as a part-time porter.
THAT, this contract price covers a one-year period; however, the City reserves the right to
extend the contract for up to one year at the original bid amount;
THAT said contract is an exact duplicate of a City Standard Form Contract except for the
changes described in the Certificate of Standard Form Contract, a copy of which is attached hereto as
Exhibit "B," and said changes are hereby approved; and
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 ,
P. R. 12068
01/23/03-cg
READ, ADOPTED AND APPROVED THIS day of , A.D.,
2003, at a Regular Meeting of the City Council of the City of Port Arthur, by the
following vote: AYES: MAYOR
NOES:
MAYOR
CITY SECRETARY
APPROVED AS TO FORM:
CITY A'I-I'ORNEY
APPROVED AS TO ADMINISTRATION:
DIREd~.~ (~:.P~A~ ~ I~I'_f-~REATION
APPROVED AS TO THE AVAILABILITY OF FUNDS:
DIRECTOR OF FINANCE
JANITORIAL SERVICES CONTRACT EXHIBIT "A"
FOR RECREATION CENTER
THIS AGREEMENT, made this day of ,2003 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 , a (n)
, herein acting by and through hereinafter
called "CONTRACTOR" agree as follows:
WITNESSETH: That for and in consideration of the payments, terms, conditions,
and agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from to
renewable at the City's sole option on an Annual basis up to one (1) additional one-year period.
2. 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,
excepting those supplies specifically not required of Contractor in the Specifications.
3. The Contractor agrees to perform all the work described in the specifications;
and contract documents and comply with the terms therein for the sum of $ 24,961.80 Annually;
To be paid in Twelve (12) equal installments at a rate of $2,080.15 per month.
4. The term "Contract Documents" means and includes the following:
(A) Agreement
(B) Advertisement for Bids
(C) General Information
(D) Specifications
(E) Bid
(F) Bidder's Information Sheet
(G) Notice to Proceed
(H) Addenda
5. This agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
6. 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 written above.
APPROVED IN FORM: OWNER
City Attorney
(SEAL)
ATTEST:
NAME:
TITLE: CITY SECRETARY
(CORPORATE SEAL)
ATTEST:
NAME:
SECRETARY
BY:
NAME:
TITLE: MAYOR
BY:
NAME:
TITLE: CITY MANAGER
CONTRACTOR:
BY:
NAME
ADDRESS
P. 1L # 12068
01/23/03 cg
EXHIBIT "B"
(City ol Port Arthur)
(Law Department)
(ReqUired Form) ...
(77e/88)
(lO/5/89)
(3/15/00)
(8-8-84)
'(p.2 Re'Ased g/18/go}
CERTIFICATE OF STANDARD £ORM CONTRACT EO/~ L~W
DEPARTMENT REVIEW AND CITY coUNcIL AGENDA
I certify that the contract hereinafter called 'said contract") agixed to the attached proposed CIb/Council Resolullon
previously approved by the Law department and adopled as a standard ~orm by Cibj Council Resolulion, except for the
blanks that have been filled in wilh all necessary information sad except for the changes described below.
The title of the applicable standard form contract is:
.[ ~ I~ederally Fdnded Consbuction Contract, Revised 1/5/98, 7/89, 8/89; 4/28/94
[ ] Non-Federally Funded Conslr~ction Contract, Revised t/5/ed, 7/8g, 8/9g; 4/28/94
[ ]' Federal - Professional Service~ - Engineering Contract, Revised 1/5/88, 5(8g ({}t0) 7/8g/({8); 10/89; 2/9f ({8)
[ J Non-Federal - Professional Services - Englneerlng Contract, Revised 1/5/88, 5/8g(§I0), 7/8g(.{8), 10/8g;
[.] CDBG ~ Professional Services - Engineering Contract, Revised '1/5/88, 5/89 (§10), 7/eg(~8), t0/8g; 2/91
[ ] Federal - Professional Services -
Non-EngJneering (Consutta~t) Contract, Revised t/5/88, 5/9g (§10), 7/9g ({8); 10/8g; 2/91
[ ] Non-Federal - Professione. I Services -
Jqon-Ebgineerlng (Consugant) Contract, Revlsed 1/5/88, 5/89 (§10), 7/89 (§8); t0/8g; :>/91 (§8I
[ ] CDBG - Prolessional services -
Non-Engineering (Consultanl) Contract, Revised 1/5/88, 5/9g (§10), 7/89 (~8); 10/89; 2/9t
[ ] Other Slandard Form Contract, described as follows:
The changes ere as follows: (Put an "X" in the appropriate [ ])
,[ J None.
[ J The following described provisions at the indicated page, sectlon, etc. o! the standard form have been deleted
Irom said contract:
DELETIONS
Page Number Section or Paragreph No. Subsection or
Where and Caption Subparagraph No.
,; , Deleted Provision Which and Caption
Is Contains P~ovi~[~a Which Contains ProvMon Description of
Fodnd On Strmdard Form Deleted From Form Deleted From Form Provision Deleted
(p.2 Revised g/l 8/go)
(Certificate of Standard Form Contract, page 2)
[ ] The following described prowslons at the Indicated page, sectk~n, etc, of the standard form have been altered,
modified, replaced or otherwise changed: '
ALTERATIONS, MODIFICATIONS, REPLACEMENTS, ETC.
Page § & caption
Spb ~ or ~ub ¶ No. : sub § & caption, etc.
· of sald contract
Page No. § or ¶ No. & Capfion & Capt/on Description which contains
Where of of of artered, etc.
Provision Found Standard Form Standard Form ~'rovision provision; &
on which which In Description of .
· Standard Form Contaihs Provision Contains Provision. Standard Form Alterafion elc.
[ ] The following prov~slons have been added to Said Contract:
Page, Section and Caption
Subsection and Caption, etc. of Said Contract Which
Contains the Added Provision and DescYJptlon Thereof
I fl./rther cedity that said attached proposed City Council Resolufion contalr~s {he following provis~on:
"That said contact Is an exact duplicate of a City Standard Form Contract except fo.r !.he changes described In the
Cerfifice, te of Standard Form Contract, a copy of which Is attached hereto es Exhibit B and is hereby Incorporated by
reference, ~nd said chahges are hereby approved.'
I [Jnderstand that th's cerrfica[e will be relied on by the Law Department In reviewing and approving (or rejecting)
ss to form end by he Cty Counc n reviewing and adopting (or reJectthg) sald R~solution and Contract.
Signed this ,; day of -
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