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HomeMy WebLinkAboutPR 23048: 6 VENDORS ON ROTATION BASIS FOR THE MOWING OF PRIVATELY OWNED AND CITY OWNED LOTS City of cif (1 rt rth u r 74 tus DEVELOPMENT SERVICES DEPARTMENT CODE COMPLIANCE -ENVIRONMENTAL HEALTH DIVISION INTEROFFICE MEMORANDUM Date: March 21, 2023 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Darlene Thomas-Pierre, Code Compliance Manager RE: Proposed Resolution No. 23048—Authorizing the Se ond- ear (First Renewal) of Six (6) 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. Introduction: Staff recommends that City Council adopt P.R. No. 23048, authorizing the second-year (first renewal)of the contracts with six(6)vendors for the mowing of privately-owned and city-owned residential and commercial vacant and developed lots in Area A. The contractors are: (1) K & D Affordable Lawn Service of Port Arthur, Texas @ $0.0032 per square foot; (2) B &N LLC of Port Arthur, Texas @ $0.0034 per square foot; (3) Valencia Lawn Service of Port Arthur, Texas @ $0.0035 per square foot; (4) Frank's Trucking of Port Arthur, Texas @ $0.0039 per square foot; (5) JJ and K Industrial, LLC of Port Arthur, Texas @ $0.0039 per square foot; and (6) DMJ Landscaping of Port Arthur, Texas @ $0.0045 per square foot. Each contractor has demonstrated that they are qualified and capable to perform mowing services in Area A. Background: The six (6) contracts were approved by Resolution No. 22-189 on April 26, 2022. One (1) vendor opted not to renew their contract. The vendors have been providing quality service and have met the terms of their contracts with the City. The performance of the contractors has been commendable. These contracts are necessary due to the abundance of high grass in Port Arthur, and the Environmental Health Division needs multiple contractors to maintain each area. Below is the order of rotation for the contractors. (CONTINUED) P.R. NO. 23048 MOWING PRIVATE/CITY-OWNED VAC./DEV. LOTS AREA A 3/21/23 PG 2 OF 2 VENDOR PRICE PER SQUARE FT 1. K&D Affordable Lawn Service, Port Arthur, Texas 0.0032 2. B &N LLC,Port Arthur, Texas 0.0034 3. Valencia Lawn Service, Port Arthur, Texas 0.0035 4. Frank's Trucking, Port Arthur, Texas 0.0039 5. JJ and K Industrial, LLC, Port Arthur, Texas 0.0039 6. DMJ Landscaping, Port Arthur, Texas 0.0045 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 City Council adopt P. R. 23048, thereby authorizing the renewal of contracts between the City of Port Arthur and(1)K&D Affordable Lawn Service of Port Arthur, Texas @ $0.0032 per square foot; (2) B &N LLC of Port Arthur, Texas @ $0.0034 per square foot; (3) Valencia Lawn Service of Port Arthur, Texas @ $0.0035 per square foot; (4) Frank's Trucking of Port Arthur, Texas @ $0.0039 per square foot; (5)JJ and K Industrial, LLC of Port Arthur, Texas @ $0.0039 per square foot; and (6) DMJ Landscaping of Port Arthur, Texas @ $0.0045 per square foot. The contractors must submit proof of insurance. DTP/vc CC: Pamela Langford, ACM - Operations/Director of Development Services "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 23048 03/21/2023 VC RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND-YEAR (FIRST RENEWAL) OF CONTRACTS PURSUANT TO RESOLUTION NO. 22-189 BETWEEN THE CITY OF PORT ARTHUR AND SIX (6) 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, WITH AN ANNUAL PROJECTED BUDGETARY IMPACT OF$100,000.00. FUNDS ARE AVAILABLE IN GENERAL FUND ACCOUNT NUMBER 001-13-039-5470-00-50-000, (OTHER CONTRACTUAL SERVICE). WHEREAS,there are a large amount 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 Subdivision. WHEREAS, the City Council originally awarded seven (7) contracts on April 26, 2022, pursuant to Resolution No. 22-189; and WHEREAS, Williams Contracting & Farming of Sabine Pass opted not to renew his contract; and WHEREAS,the updated order of rotation is attached hereto as Exhibit"A"; and WHEREAS,the City Council deems in the best interest of the City to renew the existing contracts with six (6 ) vendors; and WHEREAS,this is the second year(first renewal) of the six contracts attached hereto as Exhibits B-G, including an option to renew each contract for one (1) additional year. 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. P.R.NO. 23048 03/21/2023 VC Section 2. That the City Manager is hereby authorized to execute, on behalf of the City of Port Arthur, contract renewals with (1) B &N LLC of Port Arthur, Texas @ $0.0034 per square foot;(2)DMJ Landscaping of Port Arthur,Texas @$0.0045 per square foot;(3)Frank's Trucking of Port Arthur, Texas @ $0.0039 per square foot; (4) JJ and K Industrial, LLC of Port Arthur, Texas @ $0.0039 per square foot; (5) K & D Affordable Lawn Service of Port Arthur, Texas @ $0.0032 per square foot; and (6) Valencia Lawn Service 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 G respectively. Section 3. That, a copy of the caption be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED on this 11th day of April, A.D., 2023, 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 ATTEST: AP ROVED AS TO FORM: SHERRI BELLARD, CITY SECRETARY VAL TIZE O, CITY ATTORNEY APPROVED FOR ADMINISTRATION: RONALD BURTON, CITY MANAGER P.R. NO. 23048 03/21/2023 VC L-PaA41-t L4ke PAMELA LANGFORD ACM-OPERATIONS/DIRECTOR OF DEVE PMENT SERVICES • E THO NAGER OF CODE COMPLIANCE PROVED AS TO AVAILABILITY APPROVED FOR PURCHASING: OF FUNDS: kciu\ C:-`1‘ KANDY DA I L CLIF ON WI SMS, CPPB FINANCED CTOR PURCHASING MANAGER EXHIBIT A ENVIRONMENTAL HEALTH-VACANT AND DEVELOPED LOTS AREA A SUCCESSFUL BIDDERS ORDER OF ROTATION CONTRACTOR EXHIBITS PER SQUARE FT K & D AFFORDABLE LAWN SERVICE,PORT ARTHUR,TEXAS B $0.0032 B & N LLC, PORT ARTHUR,TEXAS C $0.0034 VALENCIA LAWN SERVICE,PORT ARTHUR,TEXAS D $0.0035 FRANK'S TRUCKING, PORT ARTHUR,TEXAS E $0.0039 JJ AND K INDUSTRIAL, LLC, PORT ARTHUR, TEXAS F $0.0039 DMJ LANDSCAPING,PORT ARTHUR,TEXAS G $0.0045 EXHIBIT B SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT,made this of ,2023,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. Pursuant to Resolution No.22-189,the City entered into a one(1)year contract with the option to renew for two(2)additional one-year periods. The parties agree to exercise said option for the second year(first 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 to 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: $0.0032 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid * c) Addenda * d) General Information * c) Specifications * f) Bid g) Notice of Award h) Notice to Proceed *These items were attached to the original letting contract. The agreement is only included in this renewal. ra EXHIBIT B 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. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2023. K&D AFFORDABLE LAWN SERVICE BY Dawanna Mouton-Ceasar Signed on the day of 2023. EXHIBIT C SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT,made this of ,2023,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 B& N LLC,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. Pursuant to Resolution No.22-189,the Cityentered into a one(1)year contract with the option p to renew for two(2)additional one-year periods. The parties agree to exercise said option for the second year(first 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 to 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: $0.0034 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid * c) Addenda * c) Specifications * f) Bid * g) Notice of Award h) Notice to Proceed *These items were attached to the original letting contract. The agreement is only included in this renewal. EXHIBIT C 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. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2023. B & NLLC BY Breton Newcost Signed on the day of 2023. EXHIBIT D SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT,made this of ,2023,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 Valencia Lawn Service,herein acting individual, firm,partnership or corporation by and through Oceal Valencia, 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. Pursuant to Resolution No.22-189,the City entered into a one(1)year contract with the option to renew for two(2)additional one-year periods. The parties agree to exercise said option for the second year(first 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 to 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)- dvert emen d * c) Addenda * d) General Information * c) Specifications * f) Bid * g) Notice of Award h) Notice to Proceed *These items were attached to the original letting contract. The agreement is only included in this renewal. EXHIBIT D 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 dulyauthorized officials, this Agreement and two (2) copies, each of which shall be g deemed an original on the date first above written. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2023. VALENCIA LAWN SERVICE BY Oceal Valencia Signed on the day of 2023. EXHIBIT E SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT, made this of ,2023,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 FRANK'S TRUCKING, herein acting individual, firm, partnership or corporation by and through David Frank, 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. Pursuant to Resolution No.22-189,the City entered into a one(1)year contract with the option to renew for two (2)additional one-year periods. The parties agree to exercise said option for the second year(first 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 to 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: $0.0039 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid * c) Addenda * d) General Information * c) Specifications * 1) Bid * g) Notice of Award h) Notice to Proceed *These items were attached to the original letting contract. The agreement is only included in this renewal. P EXHIBIT E 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. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2023. FRANK'S TRUCKING BY David Frank Signed on the day of 2023. EXHIBIT F SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT,made this of ,2023,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 JJ AND K INDUSTRIAL, LLC, herein acting individual, firm, partnership or corporation by and through Ken W. Yowman, 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. Pursuant to Resolution No.22-189,the City entered into a one(1)year contract with the option to renew for two(2)additional one-year periods. The parties agree to exercise said option for the second year(first 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 to 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: $0.0039 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid * c) Addenda * d) General In f ffi at:on * c) Specifications * f) Bid * g) Notice of Award h) Notice to Proceed *These items were attached to the original letting contract. The agreement is only included in this renewal. EXHIBIT F 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. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2023. JJ AND K INDUSTRIAL, LLC BY Ken W. Yowman Signed on the day of 2023. EXHIBIT G SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA A THIS AGREEMENT,made this of ,2023,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 DMJ Landscaping, herein acting individual, firm, partnership or corporation by and through Preven Jones, 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. Pursuant to Resolution No.22-189,the City entered into a one(1)year contract with the option to renew for two(2)additional one-year periods. The parties agree to exercise said option for the second year (first 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 to 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: $0.0045 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid * c) Addenda * d) Ge„era I.,f rm.,tion * e) Specifications * fJ Bid * g) Notice of Award h) Notice to Proceed *These items were attached to the original letting contract. The agreement is only included in this renewal. EXHIBIT G 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. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2023. DMJ Landscaping BY Preven Jones Signed on the day of 2023.