HomeMy WebLinkAboutPR 23108: 2ND AND FINAL RENEWAL OF THE JANITORIAL SERVICES CONTRACT WITH AHC SERVICES FOR THE CLEANING OF CITY HALL AND CITY HALL ANNEX vii „r! rllt«r
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INTEROFFICE MEMORANDUM
Date: April 12, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
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From: Flozelle Roberts, EIT, MEng, MBA, Director of Public Work- 10
RE: P.R.No. 23108—Authorizing the Second and Final Renewal of the Janitorial
Services Contract with AHC Services for the Cleaning of City Hall and City
Hall Annex
Introduction:
Proposed Resolution No. 23108 seeks City Council's approval to renew the City Hall and City
Hall Annex (Annex) agreement with AHC Services of Beaumont, Texas, for a projected
budgetary impact of$102,604.92.
Background:
On April 13,2021,City Council approved and awarded the contract for the cleaning of City Hall
and the Annex to AHC Services of Beaumont, Texas, for a one (1) year term with the option to
renew the contract for two additional one-year periods through resolution 21-132.
The contract period is nearing completion, and staff would like to renew the current contract.
Budget Impact:
Funding is available in the Facilities Maintenance Building Maintenance Account—001-21-059-
5312-00-70-000.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Recommendation:
It is recommended that the City Council approves the second renewal for the cleaning of City
Hall and the Annex with AHC Services of Beaumont, Texas, for a projected budgetary impact
of$102,604.92.
"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.23108
04/12/2023 FCR
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE THIRD YEAR (FINAL
RENEWAL) OF THE CONTRACT BETWEEN THE CITY OF
PORT ARTHUR AND AHC SERVICES OF BEAUMONT,TEXAS,
FOR JANITORIAL SERVICES FOR CITY HALL AND THE CITY
HALL ANNEX WITH A PROJECTED BUDGETARY IMPACT OF
$102,604.92. FUNDING IS AVAILABLE IN THE FACILITIES
MAINTENANCE BUILDING MAINTENANCE ACCOUNT,
ACCOUNT NO. 001-21-059-5312-00-70-000.
WHEREAS,the City entered into an agreement with AHC Services of Beaumont,Texas,per
Resolution 21-132 for the annual cleaning of City Hall and the City Hall Annex with the option to
renew for two (2) additional one-year periods; and,
WHEREAS,the City wishes to exercise the option to renew for an additional one(1)year
period for a budgetary impact of$102,604.92; and,
WHEREAS,upon approval,the contract will not have additional options for renewal;now,
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT,the facts and opinions in the preamble are true and correct; and,
THAT, the City Council of the City of Port Arthur hereby authorizes and directs the City
Manager to execute on behalf of the City the third year (final renewal) of the contract with AHC
Services of Beaumont, Texas, (attached as Exhibit A) for the annual cleaning of City Hall and the
City Hall Annex; and,
THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the
Council.
P.R.23108
04/12/2023 FCR
Page 2 of 3
READ,ADOPTED,AND APPROVED,this day of 2023 AD,
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, TRMC
City Secretary
APPROVED AS TO ORM:
Valecia R. Tizeno, sq.
City Attorney
P. R.23108
04/12/2023 FCR
Page 3 of 3
APPROVED FOR ADMINISTRATION:
Ronald Burton
City Manager
ozell . Robert , n , MBA
Direct f Publi orks
fton Williams, CPPB
Purchasing Manager
R /
CA--A-
Daniel
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Kandy K. Dan e
Director of Finance
P. R. 23108
Exhibit
A
RENEWAL CONTRACT FOR THE JANITORIAL SERVICES FOR CITY HALL
AND THE CITY HALL ANNEX
THIS AGREEMENT, made this day 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
AHC Services 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 Number 21-132, the City entered into a one (1) year contract
with the option to renew for two additional one-year periods. The parties hereby
agree to exercise said option for the third year (fmal renewal). The term of this
Contract shall be one (1) year from start date on Notice to Proceed. 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. The Contractor will perform work as stated in the Contract Documents.
3. 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.
4. The CONTRACTOR agrees to perform all the work described in the specifications
and contract documents and to comply with the terms therein for the sum of
$102,604.92.
5. The term "Contract Documents" means and includes the following:
a) Agreement
b) General Inf tio.,
c) Specifications *
d) Bid *
c) Bid Bond *
f) Notice to Proceed *
* These items were attached to the original letting contract. The agreement is only
included for this renewal.
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
A- 1
7. 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.
Signed on the day of 2023
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2023
ATTEST CONTRACTOR
BY
CITY SECRETARY AHC Services
Beaumont, Texas
Print Name:
Title:
A-2