HomeMy WebLinkAboutPR 23184: TERMINATE CONTRACT WITH 3RD COAST �) I
City of.
ort rthur '�—
Texas
INTEROFFICE MEMORANDUM
UTILITY OPERATIONS DEPARTMENT - ADMIN. DIV.
Date: June 5, 2023
To: The Honorable Mayor& Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR No. 23184—Terminate Contract with 3rd Coast
Nature of Request:
The intent of this Agenda Item is to seek Council's approval to terminate the Water Utilities
Department's mowing contract for Group H with 3rd Coast Companies of Beaumont, Texas.
Several verbal notices, texts, emails and certified written notices were sent to 3rd Coast
Companies explaining the contractual requirements for maintaining the lawn service at the Main
and Port Acres Plants. The company still fail to appropriately perform under the contract terms.
Staff Analysis, Consideration:
Staff will find another vendor to cut the grass.
Recommendation:
I recommend that the City Council approve Proposed Resolution No. 23184, authorizing the
termination of the contract with 3`d Coast Companies of Beaumont, Texas for Group H.
PR No. 23184
6/5/23 bw
Page 1 of 3
RESOLUTION NO.
A RESOLUTION TERMINATING THE CONTRACT
WITH 3an COAST COMPANIES OF BEAUMONT,TEXAS
FOR THE MOWING OF WATER UTILITIES
PROPERTIES,GROUP H.
WHEREAS, On January 31, 2023, pursuant to Resolution 23-045, the City Council
awarded a contract for the mowing of Water Utilities Properties to 3rd Coast Companies of
Beaumont, Texas with a projected budgetary impact of$25,000.00; and,
WHEREAS,several verbal notices,texts, emails and certified written notices were sent to
3rd Coast Companies explaining the contractual requirements for maintaining the lawn service at
the Main and Port Acres Plants and the company still fail to appropriately perform under the
contract terms (Exhibit"A").
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
terminate on behalf of the City of Port Arthur the contract with 3rd Coast Companies of Beaumont,
Texas for Group H due to the failure to fulfill the contract obligations; and,
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
2023 at a Regular Meeting of the City Council of the City of Port Arthur, Texas,by the following
vote:
4
AYES: Mayor ;
Councilmembers:
PR No. 23184
6/5/23 bw
Page 2 of 3
NOES:
Thurman Bill Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
AP OVED AS TO FORM:
tc4.- &Al da
Valecia zeno
City Attorney
APPROVED FOR ADMINISTRATION:
Ronald Burton
City an g r
Calvin Matthews, P.E.
Water Utilities Director
PR No. 23184
6/5/23 bw
Page 3 of 3
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
Kandy Damyl
Finance Director
Cli on Williams, CPPB
Purchasing Manager
EXHIBIT "A"
THURMAN BARTIE,MAYOR RONALD BURTON
INGRID HOLMES,MAYOR PRO TEM City of CITY MANAGER
COUNCIL MEMBERS: i SHERRI BELLARD,TRMC
KENNETH MARKS,JR nrt rthu CITY SECRETARY
CAL J.JONES
THOMAS KINLAW III Texas VAL TIZENO
CHARLOTTE MOSES CITY ATTORNEY
DONALD R FRANK
May 31, 2023
CERTIFIED MAIL NO. 7017 3040 0001 1780 7217
Mr. Justin Vanover
3rd Coast Companies, Lawn care
10566 Johnson Rd
Beaumont, Texas 77705
Dear Mr. Vanover,
Re: Termination of Contract 22-045/Lawn Maintenance/Group H/Main Plant and Port
Acres Plant
Hi Justin,
Since at least March 7, 2023 we had serval verbal, text and email conversations with 3rd Coast
Companies (3rd Coast) pertaining to the City of Port Arthur expectations regarding lawn
maintenance service under Contract No. 22-045, Water Utilities Services/Group H. On or about
May 3, 2023 we sent a certified notice addressing those concerns. On or about May 19, 2023
myself and Mr. Timothy Gloston had an in-person meeting with you to discuss issues outlined in
the May 3, 2023 notice. Upon completion of that meeting we reviewed work performed by 3rd
Coast on that same day. During that review, many of the same items discussed in the verbal
conversation, emails, notices and meeting were still not being addressed.
On May 22, 2023 we sent an additional notice to 3rd Coast outlining the on-going issues with the
lawn service. Based upon the lawn maintenance service provided by 3rd Coast and the
contractual requirements, we have determined that 3rd Coast is unable to meet one or more of the
requirements under the bid package and contractual agreement.
The City of Port Arthur contract with 3rd Coast relating to Water Utilities Services/Group 1I
will terminate 15-days from the date of this notice. In order to reduce hazard from excessive
growth, the City has utilized other contractor(s)to maintain the lawn for Group H.
Should you have any further questions, please contact me,at(409) 983-8290
Utility Operations-Regulatory Services-Pretreatment P 0 Box 1089 Port Arthur,Texas 7 764 1-1 089
.. .w��..i:pAel�r?M1^.I�,mWM1.�.....1. ..�,o'.t• !^�v r.ym.somaFmgrr .._.... ' '9T. T rwm �q
Sincerely,
910fd Regef
Utility Compliance Manager
City of Port Arthur
444 4th Street
Port Arthur,TX 77640