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HomeMy WebLinkAboutPR 23263: ONE YEAR CONTRACT WITH SMITH'S REMODLEING, GRASS CUTTING SERVICES Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Adam J Saunders, Civic Center Dir RE: Proposed Resolution No. P.R. 23263 REQUEST: The City Council approved Resolution No. 22-444, for a one-year contract with Smith's Remodeling of Port Arthur in the amount of$53,000.00 per year for grass cutting services for the Civic Center Department Buildings, with the option to renew for one (1) additional one-year period. The current contract ends in October of 2023 and I am requesting a renewal for one additional year. ANALYSIS/CONSIDERATION: The Civic Center Department is responsible for eight City of Port Arthur owned buildings. Lawn maintenance is included in this responsibility. RECOMMENDATION A resolution authorizing the second year (final renewal) of the contract with Smith's Remodeling of Port Arthur, Texas for grass cutting services at the Civic Center Department buildings with a projected budgetary impact of $53,000.00 per year. Funding available in Civic Center Account Number 001-15-043-5311-00-20-000- BUDGETARY AND FISCAL EFFECT Funds are available in Account No. 001-15-043-5311-00-20-000- STAFFING EFFECT None Pr23263 P.R. No. 23263 7/14/23 AJS PAGE 1 of 2 RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND YEAR (FINAL RENEWAL) OF THE CONTRACT WITH SMITH'S REMODELING OF PORT ARTHUR, TEXAS FOR GRASS CUTTING SERVICES AT THE CIVIC CENTER DEPARTMENT BUILDINGS WITH A PROJECTED BUDGETARY IMPACT OF $53,000.00. FUNDING AVAILABLE IN CIVIC CENTER ACCOUNT NUMBER 001-15-043-5311-00-20-000- WHEREAS, pursuant to Resolution No. 22-444, the City Council approved a one-year contract with Smith's Remodeling of Port Arthur, Texas in the amount of$53,000.00 per year for grass cutting services for the Civic Center Department Buildings, with the option to renew for one (1) additional one-year period; and, WHEREAS, the City desires to renew said grass cutting services contract for one (1) additional year in the original contract with a projected budgetary impact of$53,000.00. 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, the City Council of the City of Port Arthur hereby approves the second year (final renewal) of the contract between the City of Port Arthur and Smith's Remodeling of Port Arthur, Texas with a projected budgetary impact of $53,000.00, in substantially the same form as attached hereto as Exhibit"A". Section 3. That, the City Manager is hereby authorized to execute the second year (final renewal) of the contract for grass cutting services for the Civic Center Department with Smith's Remodeling of Port Arthur, Texas, with a projected budgetary impact of$53,000.00. Pr23263 Section 4. That, funding is available in Civic Center Department Land maintenance account, 001-15-043-5311-00-20-000-. Section 5. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of August 2023 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 1AP ROVED AS TO FORM: ( Ad1I Valecia Tiz no, City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton, City Manager APPROVED AS TO FUND AVAIL ILITY: C cA ,, A, /,<A,_ Kandy Daniel, ' Clifton Williams, CPPB -Itittitin Director of Finance Purchasing Manager Pr23263 EXHIBIT "A" CONTRACT RENEWAL FOR THE GRASS CUTTING SERVICES FOR THE CIVIC CENTER DEPARTMENT BUILDINGS IN THE CITY OF PORT ARTHUR 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 Smith's Remodeling a(n) herein acting by and through Individual,firm,partnership or corporation Smith's Remodeling, Owner, 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. 22-444, the City entered into a one (1) year contract with the option to renew for one (1) additional year. The parties hereby agree to exercise said option for the third and final year. 2. The term of this Agreement shall be from October 24, 2023 to October 23, 2024, unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle within thirty (30) days written notice. 3. The Contractor will perform Grass Cutting Services at the Civic Center Department buildings as stated in the 22-444 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, excepting 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 unit prices shown in the original bid attached hereto. 6. The term "Contract Documents" means and includes the following: 1) Agreement 2) * 3) Speeifieation* 4) 5) Notice of Awar.1* * These items were attached to the original letter contract. This agreement is only Included in this renewal. 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 in (2 copies) each of which shall be deemed an original on the date first above written. Signed on this the day of , 2023. OWNER: CITY OF PORT ARTHUR By: Ron Burton City Manager P.O. Box 1089 Port Arthur, TX 77641-1089 Signed and agreed on the day of , 2023. CONTRACTOR: Smith's Remodeling By: Print Name: Print Title: