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HomeMy WebLinkAboutPR 22218: EXTEND GRASS CUTTING CONTRACT City of on fw �� ))41 Pt rthr Te.ras INTEROFFICE MEMORANDUM Department of Development Services Division of Housing and Neighborhood Revitalization Date: October 22, 2021 To: Ron Burton, City Manager Mayor and City Council From: Beverly A. Freeman, Housing &Neighborhood Revitalization Manager RE: Proposed Resolution No. 22218 —Extend Grass Cutting Contract Nature of Request: The Housing Division recommends City Council adopt Proposed Resolution No. 22218, authorizing the City Manager to utilize the option to renew the one year contract for one additional year, between Southeast Texas Lawn & Maintenance of Beaumont, Texas, and the City of Port Arthur for grass cutting services for Neighborhood Stabilization Program and City owned properties. Staff Analysis/Considerations: The City authorized a contract with Southeast Texas Lawn and Maintenance of Beaumont, Texas pursuant to Resolution 20-392 and is now requesting a second year, final renewal of said contract. Budgetary Consideration: The projected annual budgeted amount shall not exceed $30,975.00. Funds will be provided by account numbers 001-13-033-5470-00-10-000 and 105-13-033-5470-00-40- 000 Project Number CD6145. Recommendation: The Housing Division recommends City Council adopt Proposed Resolution No. 22218. P. R. No. 22218 10/22/21 BF RESOLUTION NO. _ A RESOLUTION AUTHORIZING THE SECOND YEAR (FINAL RENEWAL) CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND SOUTHEAST TEXAS LAWN & MAINTENANCE OF BEAUMONT, TEXAS FOR GRASS CUTTING SERVICES FOR NEIGHBORHOOD STABILIZATION PROGRAM (NSP) AND CITY OWNED PROPERTIES WITH AN ANNUAL PROJECTED BUDGETED AMOUNT NOT TO EXCEED $30,975.00. WHEREAS, pursuant to Resolution No. 20-392, the City entered into a one-year contract, with an option to renew for one additional year, with Southeast Texas Lawn & Maintenance, of Beaumont, Texas for grass cutting services for Neighborhood Stabilization Program (NSP) and city owned properties; and WHEREAS, the City's Housing Division desires to utilized the renewal option and enter in a second year (final renewal) contract with said company in a projected annual budgeted amount not to exceed $30,975.00. 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, for purposes of this Resolution, the properties are located throughout the City. Section 3. That, the City Council hereby authorizes the Second Year (Final Renewal) of the contract, in substantially the same form attached hereto as Exhibit "A", with Southeast Texas Lawn & Maintenance, for grass cutting services of NSP and City owned properties at the original contract price of $.0016 per square foot and projected annual budgeted amount not to exceed Thirty Thousand Nine Hundred Seventy-Five Dollars & No/100 $30,975.00. 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 November, A.D., 2021 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: MAYOR COUNCILMEMBERS NOES: THURMAN "BILL" BARTIE, MAYOR ATTEST: SHERRI BELLARD, CITY SECRETARY APPROVED FOR FORM: VAL TIZEN , CITY ATTORNEY APPROVED FOR ADMINISTRATION: RON BURTON, CITY MANAGER BEVERLY FREEMAN, HOUSING & NEIGHBORHOOD REVITALIZATION MANAGER I i CLIFT01i WILLIAMS, CPPB, PURCHASING MANAGER APPROVED AS TO AVAILABILTY OF FUNDS: KANDY DANIEL, INTERIM DIRECTOR OF FINANCE EXHIBIT "A" CITY OWNED AND NEIGHBORHOOD STABILIZATION PROGRAM VACANT PROPERTIES GRASS MOWING CONTRACT 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 Southeast Texas Lawn & Maintenance, a sole proprietorship by and through Anthony Young, 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 term of this Contract shall be for one (1) year period, from date of the Notice to Proceed, unless sooner terminated in the provision hereof. 2. 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 ten (10) days written notice. 3. The CONTRACTOR will perform mowing, trimming and removal of litter and debris on the Various City owned and Neighborhood Stabilization Program (NSP) Vacant properties in designated areas of the City as stated in the Contract Documents. Various properties may be added or removed from the lists on a case by case basis. 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, excepting those supplies specifically not required of the CONTRACTOR. 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 price of $0.0016 per square foot for City owned and NSP Properties. City owned and NSP properties are subject to be added or removed from the lists of properties. 6. 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 completion is extended otherwise by the Contract Documents. 7. The term "Contract Documents" means and includes the following: a) Agreement b) Notice to Proceed 8. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 9. 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. OWNER: CITY OF PORT ARTHUR BY: RON BURTON, CITY MANAGER ATTEST: SHERRI BELLARD, CITY SECRETARY CONTRACTOR: SOUTHEAST TEXAS LAWN & MAINTENANCE BY: ANTHONY YOUNG, OWNER WITNESS: By: Printed Name: