HomeMy WebLinkAboutPR 15084: AFFORDABLE LAWN CARE - AREA A-1Memo ~ ,
To: Steve Fitzgibbons, City Manager V J~
From: Lawrence Baker, Director. of Community Services I'- _
Date: February O5, 2009
Re: - P. R. NO. 15084 - AWARDING A BID AND AUTHORIZING-THE EXECUTION OF
CONTRACT TO AFFORDABLE LAWN CARE FOR GRASS-CUTTING SERVICES OF
PRIVATELY-OWNED-AND CITY-OWNED DEVELOPED LOTS IN AN AREA OF
THE CITY DESIGNATED AS AREA A-1. `
COMMENT-
RECOMMENDATION: Staff recommends that the City Council adopt P. R. No. 15084, authorizing the
City Manager to execute a-one-year contract between the City of Port Arthur and Affordable Lawn Care,
for the contract amount of $ 004 per ware foot fox privately-owned and Ciq=-owned developed property= m
Area A-1. Area A-1 is that area of the City of Port Arthur West of ~~%est Port Arthur Road, South of GO'h
Street includes Port Arthur, but also includes Lake Side Additiori and the Sabine/Sabine Pass area.
BACKGROUND:. Bids were opened on January 28, 2009. * T&S Lawn Sen=ice was the low bidder fox this
area; hoivevex they have declined the award of Area A-1 developed. After a review of the bidders
qualification, staff is indicating T & S is not able to successfully= maintain all of the areas in which they were
the low bidder. See the attached memo. Affordable Lawn Care was xhe neat lowest and best bidder co wit
for [he developed lots in urea A-1 for the amount of $ 004 per~ua~e foot. The contract is Eor one-year
with the City's option to renew for tw=o (2) additional years.. '
NOR'f1iS'1'AR "I7t13Y'S AFFORDABLE T&S LAWN GIL\SSHOPPGR
UNLID41'fED "1RACI'OR- LAWN SERVICE L;1\C=N SIR.
' SERVICE. CARE
ITE~1 UM"f CO51' UIQI'1' COST UNIT COST UN[T COS"P UNIT COST
G ROUP A-i SAU73/PER` 5.01/PER $.004/PER+ 5.002/PER* 5.007/PG7i
S.P. 5.1~. - - ~ S.F. S.F. S.I.
'
PLACE OF BEAUMON'l', "lX PORl';\R'l'I-IUR, PORT ARTI-IUR; POR"I' AR"INUR, PORT Ali
17~IUR,
'
'BUSINESS ~ "IX TX _ 1'X IX
BUDGET AND REVENUE IMPACT: Adoption of this proposed resolution will not require a budget
amendment. Funds axe available in Account No. 001-1401-551.59-00.
STAFF LEVEL IMPACT: Adoption of this proposed resolution will have no effect on current stafFing
level. ,
SUMMARY: Staff recommends that the City Council adopt P. R. No. 15084, thereby authorizing the Cit}=
Manager to execute a contract with Affordable Lawn Care for the mowing of grass on privately-owned
(where owners have failed to maintain the property) and City-owned developed property in Area A-1. The
contractor will submit proof of insurance. ,
JAT
P. R. No. 15084
. ~ 02/05/09 JAT
FOR * REQUESTED: LAWRENCE BARER, COMMUNITY SERVICES
* DIRECTOR.
AMINIBTRATIVE * PURPOSE: TO AWARD A GRASS CUTTING CONTRACT
` * FOR CUTTING OF PRIVATELY & CITY-
USE. ~ * _ OWNED DEVELOPED PROPERTY IN AREA A-1
* LOCATION: AREA A-1 IS THAT AREA WEST OF WEST
* PORT ARTHUR ROAD, SOUTH OF 60T"
STREET"INCLUDING PORT ARTHUR, BUT
' ALSO INCLUDING LAKESIDE ADDITION,
EI, VISTA AND THE SABINE/SABINE
PASS AREA.
RESOLUTION NO.
A RESOLUTION AWARDING A BID AND AUTHORIZING
THE EXECUTION .OF A GRASS MOWING CONTRACT
WITH AFFORDABLE LAWN CARE FOR. GRASS CUTTING.
SERVICES OF PRIVATELY-OWNED AND CITY-OWNED
DEVELOPED LOTS IN AN AREA OF THE CITY
DESIGNATED AS AREA A-1, TO BE CHARGED TO
ACCOUNT NO. 001-1401-551.59-00.
Whereas, the CitS went out for bids for bids for grass cutting services of privately owned and cite -owned
develop lots in Axea A-1 the bid tab is attached hereto as Exhibit "A".
Whereas, bids were opened on January 28, 2009, T&S Lawn Service was [he lowest bidder;
Whereas, T&S has informed the Cit<, that it does not wish [o accept an award fox Axea A-1 as he cannot
handle this job if awarded this project as delineated in its correspondence attached in Exhibit "B" ;and
Whereas, it is deemed in the best interest of the citizens of Part Arthur to award the bid to the next
lowest and responsible bidder, Affordable Lawn Caxe.
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 axe true and correct.
1
oz/as/o9 JAT
Section 2'. That fox the purposes of this Resolution, Area A-1 is that area of the City of Poxt Arthur West
of West Port Arthur Road, South of 60~h Street includes Port Arthur, but also includes Lakeside Addition, El \/ista
and the Sabine/Sabine Pass Area; and
Section 3. That fox the purposes of This resolution, a developed lot is defined as a lot ox parcel of land
which-has one ox more buildings on it and a vacant lot is defined as a lot ox parcel of land with no buildings on ir.; and
Section 4. That the City Council of the City of Port Arthur hereby authorizes the execution of a conttact
with AFFORDABLE LAWI~T CARE for grass cutting serences of privately-owned properties (not maintained by
owners) and City-owned developed properties for the contract price of $.004 per sduare foot fox the mowing of
developed lots in Axea A-1. A copy of the bid tab is attached as Exhibit "A".
Section 5. That the City Manages is authorized to execute the contract attached hereto as Exhibit "C".
Section 6. That a copy of the caption of this Resolution be spread upon the Mirtutes of the City Council.
READ, ADOPTED, AND APPROVED this the 24th day of February, A.D., 2009, at a Regular
Meeting- of the Ciry Council of the City of Port Axthux, Texas by the following vote:
AYES: MAYOR:
COUNCIL MEMBERS:
NOES:
' ~ 2
ATTEST:
ACTING-CITY SECRETARY
APPROVED FOR ADMINISTRATION:
CITY MANAGER
APPROVED AS TO AVA'ILr1BILITY OF FUNDS:
DIRECTOR OF FINANCE
AGREED TO:
CONTRACTOR
t
P. R No. 15084
02/05/09 JAT
APPROVED AS TO FORM:
2!~ ~~
CITY ATTORN _ ( v--~/ !~~<~~ -
~)
~ ~ ~ .
DI ECTOR OF COIvIMUN SERVICES
~ (!: ~ H/ ~ tin/
PURCHASING IvIANAGER
EXI-OBIT-A
CITY Or PORT ARTHUR TEXAS
Blll SI~EE'C
DESCRll''I'ION: GRASS MOWING OF CITY VACANT & DEVELOPED LOTS IN AREAS Al & A2
BID OPENING DATE: JANUARY 28, 2009
NAME OF BIllDER , _ NAME OF B1DllER NAME OF BIDDIiR NAME OF BIDDER NAME OF BIDDER
,TREY'S TRACTOR
SERVICE NORTHSTAK UNLIMI'FEll
~^ AFFORDABLE LAWN
CARE T&S LAWN SERVICE GRASSHOPPEK
LAWN SERVICE
ITEM UOM ITEM VACANT ~ DEVELOPEll VACANT DEVELOPED VACAN'C DEVELOPED VACANT` DEVELOPED VACANT, DEVELOPED
1 PSF AREA A-1 $.0049 $.Ol $.0039 $.0073 $.003 $.004 $.002 $.002 $.006 $.007
2 PSF AREA A-2 $.0039 $.0l $.0049 $.0077 $.003 $.004 $.002 $.002 $.006 $.007
PLACE OF
13US1NESS
PORT ARTI-IUR, TX
13GAUMONT, TX
PORT ARTFIUR, TX
PORT ARTHUR, TX
PORT ARTHUR, TX
..,
DATE: ~ >~) lG `!
(4 '
PURCHASING MANAGER: , )l/emu ~alc~~;L~~~L.c;,-~
Exhibit
«B~~
T & S LAWN SERVICES
5026 East 10th Street * Port Arthur, Texas 77642
409-960-9443/409-499-9738
Februazy 4, 2009
Mrs. Darlene Thomas-Pierre
City of Port Arthur
444 4`h Street
Port Arthur, Texas 77640
RE: GRASS CONTRACTS IN AREA A
Dear Mrs. Pierre:
We understand that we are the low bidders on Areas A-1 (Vacant and Developed), and Area A-2
(Vacant and Developed). We feel that if we contracted all of the areas, it would be more than we
could handle at this time. Therefore; we have decided, with the City's permission, that we would
like to contract for Area A-2 (Vacant and Developed)..
Please let us know if this is acceptable to the City of Port Arthur.
Yours truly,
Lero Posey
- ~~~~
Nathan Rogers
Exhibit
«c»
CITY-OWNED AND PRIVATELY-OWNED DEVELOPED PROPERTIES
GRASS MO~F~ING CONTRACT '
THIS AGREEMENT, MADE THIS 24~h day of Feb~uarv, 2009, by and between the Cityof
Port Arthur,. a municipal corporation organized under the laws of the State of Texas, hereinafter called
"OWNER" OR "CITY" and AFFORDABLE LAWN CARE. a(n)
herein acting indiczdual, fn-m, partnership or corporation by and through AFFORDABLE LAWN CARE,
hereinafter call CONTRACTOR agrees as follows:
1. The term of this contract shall be Erom February 24 2009 to February 24, 2010, with the option of .
the CITY to renew the agreement for two (2) additional years:
2. The CONTRACTOR will perform mowing and trimming and. removal of litter and debris on ~City-
owned and Private-owned developed properties in Area A-1 as stated in the Contract Documents.
3. During the term of this Contract, the Contract will furnish at his oun 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.
4. The CONTRACTOR agrees to perform all the work described in the Specifications and Contract
documents comply with the terms them in for the price of 5.004 persquare foot..
i The CONTRACTOR will commence the work required by the Contract Documents on or before a
date to be specified in the "Notice to Mow" and will complete within seven (l) days unless the
period for completion is extended otherwise by the Contract Documents.
6. The term "Contract Documents" means and includes the following:
A) Agreement `
9
B) Advertisement for Bids
~ ~ C) General Information
D) Specifications
E) Bid
F) Notice of Award
G) Notice to Proceed
H) Notice to Mow
I] Bidders Equipment, Experience, and References
J) Map of Area
' 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors, and assigns..
SOUTHEAST TEXAS LAWN MAINTENANCE * MOWING CONTRACT * AREA A 1 -
DEVELOPED * 2 OF 2
8. This Agreement shall be binding upon all patties hereto and their respective heirs, executors, '
administrators, successors, and assigns.
IN \UITNESS ~XR-IEREOF, the parties hereto hate executed, or caused to be executed by their
duly authorized, officials, this Agreement in aco (2) copies each bf which shall be deemed an original on the
date fast above written. -
APPROVED IN FORM: ~
CITY ATTORNEY
OWNER:
CITY MANAGER
ATTEST:
i1CTING CITY SECRETARY
CONTRACTOR:
AFFORDABLE LA~X~N CARE
(SIGNATURE)
NAME (PRINT):
ADDRESS:
(CORPORATE SEAL)
ATTES"t:
NAME:
r
(Law DepartmeuQ
(Required Form)
(07/OS/SS)
(10/05/89)
(03/15/90)
(p. 2 Revised 09/18/90)
CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW
DEPARTMENT REVIEW AND CITY COUNCIL AGENDA
P.R. p 15084
Exhibit"B"
(City of Port Arthur)
I certify that the contract (hereinafter called "said contract") affixed to the attached proposed-City Council
Resolution No. 15084 is an exact duplicate of an applicable standard form contract (the title of which is shown
below) previously approved by the Law Department and adopted as a standard form by City Council Resolution, except
for the blanks that have been filled in with all necessary information and except for the changes described below.
The title of the applicable standard form contract is:
] Federally Funded Constniction Contract, Revised 01/05/88, 07/89, 08/89 ,
[ ] Noa-Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89
[ ] Federal -Professional Services -Engineering Contract, Revised 01/05/88, 05/89, 07/89, 04/91
[ ] Non-Federal -Professional Services -Engineering Contract, Revised 01/05/88, 05/89(§10),
07/89(§8)
[ ] CDBG -Professional Services -Engineering Contract, Revised 01/05/88, 05/89,§ 07/89§
[ ] Federal -. Professional Services -Non-Engineering (Consultant) contract, Revised 01/05/88,
05/89(§10); 07/89(§8)
(] Non-Federal - ProfessionalServices -Non-Engineering (Consultant) Contract. Revised 01/05/88,
05/89 (§10), 07/89(§8)
[ ] CDBG - Professional Services -Non-Engineering (Consultant) Contract, Revised 01/05/88,
05/89(§10), 07/89(§8)
[X] Other Standard Form Contract, described as follows:
Mowing Contract
The changes are as follows: (Put an "X'` in the appropriate [ ]).
(X] None. `
[ ] The following. described provisions at the indicated page, section, etc. of [he standard form have. been
deleted from said contract: _ ~ ,
DELETIONS
Section or
Page Number Paragraph No.
Where Deleted and Caption
Provision is Which Contains
Found On ~ - Provision Deleted
Standard Form From Form
Section or
Subparagraph No:
and Caption
Which Contains
Provision Deleted
From Form
Description of
Provision
Deleted
1
P.R. N15085
Exhibit "B"
[ ] The following described provisions at the indicated page,. section, etc. of the
standard form have been altered, modified, replaced or otherwise changed:
ALTERATIONS, MODIFICATIONS, REPLACEMENTS, ETC.
Sub § or Page, § & caption;
Page No. ~ § or § No. ° Sub § No. ~ sub § & caption,
Where & Caption of $c Caption ~ - etc. of.said contract "
Provision Standard -of Standard Description . -which contains
Found On Form which form which of Provision altered, etc. provision; &
Standard Contains _ Contains in Standard Description of Alteration
Form Provision Provision Form etc.
[ ] The following provisions have been addedto Said Contract:
ADDITIONS
Page, Section and Caption Subsection and
Caption, etc. of said Contract Which
Contains the Added Provision and
Description Thereof
I further certify that said attached proposed City Council Resolution contains [he following provision: "Ttia[ 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 is hereby incorporated by reference, ,
and said changes are hereby approved."
I understand that this certificate will be relied on by the Law Department in reviewing and approving (or
rejecting) as to form and by the City Council in reviewing and adopting (or rejecting) said Resolution and
Contract. +
Signed this OS`h~day of February, 2009.
~~.f>l/.1~~ fit..-
-'
~~Lawrence Baker
Directorof Community Services
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