HomeMy WebLinkAboutPR 15085: AFFORDABLE LAWN CARE - AREA A-11t}
rv'
City of Port Arthur
Community Services -
Environmental Health
Memo
To: _ ~ Steve Fitzgibbons, City Manager _
i
From: Lawrence Baker, Director of Community Services ~~}~_
Date: February 05,2009 ,
Re: P. R. No. 15085 - AWARDING A BID AND AUTHORIZING THE EXECUTION OF A
CONTRACT TO AFFORDABLE LAWN CARE FOR GRASS-CUTTING SERVICES
OF PRIVATELY-OWNED AND CITY-OWNED VACANT LOTS IN AN AREA OF
THE CITY DESIGNATED AS AREA A-1.
COMMENT
RECOMMENDATION: Staff recommends that the City Council adopt P.R.No.15085, 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 $.003 per square foot for privately-owned and City-owned vacant property in Area A-l.
Area A-1 is that area~of [he City of Port Arthur West of West Port Arthur Road, North of60'" Street includes Port
Arthur: but also includes Lakeside Addition, EI Vista and the Sabine/Sabine Pass area.
BACKGROUND: Bids were opened on January 28, 2009. * T&S Lawn Service was the low bidder for [his area;
however they have declined-the award ofArea A-1 vacant. They stated that they would be unable to successfully
maintain all of the areas in which they were the low bidder. Affordable Lawn Care was the next lowest and best
bidder to wit for the mowing of vacant lots in Area A-1 for the amount of $.003 Der square foot: This contract is
for one year with the City's option to renew for two (2) additional years. See the attached memo.
NORTHSTAR TREY'S T&S LAWN AFFORDABLE GRASSHOPPER -
UNLIMITED TRACTOR SERVICE LANT CARE. LAWN SERVICE
_ SERVICE
ITEM UNIT COST UNIT COST UNIT COST UNIT COST UNIT COST
GAOUP A-I $-0039/PER $.0049/PER $.002/PER 5.003/PER * $.006/PER S.P.
S. F. S.F. S.F. ~ S.F.
PLACE OF BEAUMOM, PORT ARTHUR, PORT ARTHUR, PORT ARTHUR, PORT ARTHUR,
BUSINESS TX TX TX - TX TX'
BUDGET AND REVENUE IMPACT: Adoption of this proposed resolution will not require a budget
amendment. Funds are 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. 15085, thereby authorizing the City Manager
to execute a contract with Affordable Lawn-Care for the mowing of grass on privately-owned (where owners have
failed to maintain [he property) and City-owned vacant property in Area A-l.. The Contractor will submit proof of
insurance.
JAT
P. R. No. 15085
02/05/09 JAT
* REQUESTED: LAWRENCE BAKER, COMMUNITY SERVICES
FOR
* DIRECTOR
AMINISTRATIVE * PURPOSE: TO AWARD A GRASS CUTTING CONTRACT
* FOR CUTTING OF PRIVATELY & CITY-
* OWNED VACANT PROPERTY IN AREA A-1
USE -
* 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,
EL VISTA AND THE SABINE/SABINE --
_ .. _. _
PASS AREA.
RESOLUTION N O.
A RESOLUTION AWARDING A BID AND AUHORIZING
THE EXECUTION OF A GRASS MOWING CONTRACT
WITH AFFORDABLE LAWN CARE FOR GRASS CUTTING
SERVICES OF PRIVATELY-OWNED AND CITY-OWNED
VACANT LOTS IN AN AREA OF THE CITY DESIGNATED
AS AREA A-1, TO BE CHARGED TO ACCOUNT NOc 001-1401-
551.59-00.
Whereas, the City went out for bids fox grass-cutting services of privately owned and city-owned vacant
lots in Axea A-1 the bid tab is attached hereto as Exhibit `.'1".
Wheteas, bids were opened on January 28, 2009, T&S Lawn Service was the lowest bidder;
Wheteas, T&S has informed the City that it does not wish to accept an award far Axea A-I as he has
indicated he cannot handle the job if awarded this project as delineated in his correspondence attached as Exhibit "B"
Whereas, it is deemed in the best interest of the citizens of Port Arthur to award the bid to the nest
lowest and most 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.
Section 2. That fox the purposes of this Resolution, Area A-1 is that area of the City of Port Arthur West
1
P. R. No. 15085
o2/os/o9 JAr
of West Port Arthur Road, South of 60'h Street includes Part Arthur, but also includes Lakeside Addition, El Vista and
the Sabine/Sabine Pass Area; and
Section 3. That for the purposes of this resolution, a developed lot is defined as a lot or parcel of land
which has one or more buildings on it and a vacant lot is defined as a lot or parcel of land with no buildings on it; and
Section 4. That the Ciry Council of the City of Port Arthur hereby authorizes the execution of a contract
with AFFORDABLE LAWN CARE for grass cutting sen=ices of privately-o~cned properties (not maintained by
owners) and City-owned vacant properties for the contracEprice of $.003 per sduare foot for the mowing of vacant
lots in Axea A-I.
Section 5. That the City Manager is authorized to execute the_contract attached hereto as Exhibit "C".
Section G. That a copy ofthe caption of this Resolution be spread upon the minutes of the City Council.
READ, ADOPTED, AND APPROVED this the 24th day of February, A.D., 2009, at a Regular
Dleeting of the Ciry Council of the Cin of Port Arthur, Texas by the following r-ore:
AYES: DIAYOR:
COUNCIL MEDIBERS:
NOES:
x
ATTEST:
ACTING CITY SECRETARY
MAYOR
APPROVED AS TO FORDO:
CITYATTO Y I D~ bQ4;iALG UG)
2
r-
APPROVED POR ADMINISTRATION:
CITY MANAGER
DIRECTOR OF FINANCE
AGREED TO:
CONTRACTOR
i
P. R. No..15085
02%05/09 JAT
~. ~
DI EC'I'OR OF CO MUNITY SERVICES
APPROVED AS TO AVAILABILITY OF FUNDS:
P RCHASING IviANAGER
DATE
3
EXHIBIT A
M
1
r
CITY OI+ PORT AI2TI-IUR TEXAS
BIll SHEET
DESC1211'17ON: GRASS MOWING OF CITY VACANT & DEVELOPED LOTS IN AREAS AI & A2
BID OPENING 1)A1'E: JANUARY~28, 2009 - ,
NAME OF BIDDER NAMI: OF BIDDER NAME Ol• BIDDE;R NAME OF BIDDER NAME OF BIDDER
TREY'S TRACTOR
SERVICE NORTHSTAR UNLIMI'1'Ell AFFORDABLE LAWN
CARE T&S LAWN SERVICE GRASSHOPPEK
LAWN SERVICE
1`PEM UOM ITCM VACANT DCVELOPED VACANT DEVELOPED VACAN'P llEVELOPGD VACANT DEVELOPED VACANT DEVELOPN:U
1 PSG AREA A-I $.0049 $.01 $.0039 '$.0073 $.003 $.004 $.002 $.002 $.006 $.007
2 PSF AREA A-2 $.0039 $.01 $.0049 $.0077 $.003 $,004 $A02 $.002 $.006 $.007
PLACE OF
BUSINESS FOR"]' ARTI-IUR, TX BCAUMONT, TX PORT AR"fHLJR, TX PORT ARTHUR, TX PORT ARTHUR, TX
DACE: f I ~j ~ c1 .
- /.
z PURCHASING MANAGER: r ~~ "~~aG -~.L~ ,~_/.~.(.~„
T
EX~11blt
«B»
.T & S LAWN SERVICES
5026 East 10th Street * Port Arthur, Texas 77642
409-960-.9443/409-499-9738
February 4, 2009. ..
Mrs. Darlene Thomas-Pierre '
City of Port Arthur
444 4`h Street
Port Arthur, Texas 77640
RE: GRASS CONTRACTS IN AREA A
Deaz 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).
Pleaselet us know if this is acceptable to the City of Port Arthur.
Yours truly, „
Lero Posey
/ ~~/111F/t/1
Nathan Rogers
i
i
CITY-OWNED AND PRIVATELY-OWNED VACANT PROPERTIES
GRASS MOWING CONTRACT . .
THIS AGREEMENT, made this 24`h day of February, •2009, 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' Affordable Lawn Care , a(n)
herein acting individual, firm,_partnership or corporation by the through
Affordable Lawn Care hereafter called CONTRACTOR agrees as follows:
1. The term of this Contract shall be from 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 vacant properties in Area A-1 as stated in the Contract
Documents. ,
3 _ During the term of this Contract, the Contract 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.
4. The CONTRACTOR agrees to perform all the work described in the Specifications and
Contract documents comply with terms there in for the price of 5.003 aer square foot:
5. 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 (7)
days unless the period for completiorris extended otherwise by the Contract Documents.
6. The term "Contract Documents'' means and includes the following:
A) Agreement _
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
AFFORDABLE LAWN CARE * MOWING CONTRACT * AREA A-1 VACANT * 2 OF 2
7. This Agreement shall be binding upon all parties hereto and their respective heirs,
respective heirs, executors, administrators, successors, and assigns.
8. This Agreement shall be binding upon all parties hereto and their respective,heirs~
executors, administrators, successors, and assigns.
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. '
APPROVED IN FORM
CITY ATTORNEY
OWNER: `
MAYOR
ATTEST:
CITY SECRETARY
CONTRACTOR:
Affordable Lawn Care
(SIGNATURE)
NAME (PRINT):
ADDRESS:
(CORPORATE SEAL)
ATTEST:
NAME:
9
r
CITY MANAGER
P.R. X 15085
Exhibit"B"
(Law Departmeu[) (City of Port Arthur)
(Requved Form) -
(10/OS/89) ~ ,
(03/15/90) ~ -
fp~ 2 Revised 09/19/90)
CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW
DEPARTMENT REVIEW AND CITY COUNCIL AGENDA
I certify that the contract (hereinafter called "said contract") affixed to the attached proposed Ciry Council
Resolution No.. • 15085 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 iti with all necessary information and except for the changes described below.
The title of the applicable standard form contract is:
[ ] Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89
[ ]V Non-Federally Funded Construction Contract, Revised Ol/OS/88, 07/89, 08/89
[ ] Federal- Professional Services -Engineering Cbntract, Revised 01/05/88, 05/89, 07/89, 04/91
[) Non-Federal -Professional Services -Engineering Contract, Revised Ol/OS/88, 05/89(§10),
07/89(§8) -
[ ] CDBG -Professional Services- Engineering Contract, Revised O1/OS/88, 05/89,§ 07/89§
[) .Federal - Professional. Services -Non-Engineering (Consultant) contract, Revised 01/05/88,
05/89(§10), 07/89(§8)
[ ] Non-Federal -Professional Services -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] Othet 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 the 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
s
Section or
Subparagraph No.
and Caption.
Which Contains
Provision Deleted
From Form
Description of
Provision
Deleted
1
P. R. 1115084
Exhibit "B"
Page No.
Where
Provision
Found On
Standard
Form
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
§ ar § No. Sub § No. ,
& Caption of & Caption
Standard of Standard Description
Form which form which of Provision
Contains Contains in Standard
Provision Provision Form
Page, § & caption;
,sub § & caption,`
etc. of said contract
which contains
altered, etc. provision; &
Description of Alteration
etc.
The following provisions have been added [o 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 [hat said attached proposed Ciry Council Resolution contains the following provision: "That said
contract is an exact duplicate ofa 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 [o form and by the City Council ~in reviewing and adopting (or rejecting) said Resolution and
Contract. -
Signed this OS" day of February, 2009.
Lawrence aker
Director. of Community Services
2
`. ~