HomeMy WebLinkAboutPR 23415: 2ND YEAR 1ST RENEWAL CONTRACT FOR JANITORIAL SERVICES FOR THE DEVELOPMENT SERVICES BUILDING Ct„
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www.Po rtArth u rTx.gov
DEPARTMENT OF DEVELOPMENT SERVICES
INTEROFFICE MEMORANDUM
Date: December 21, 2023
To: The Honorable Mayor and City Council
Through: Ronald "Ron" Burton, City Manager
From: Pamela D. Langford, Assistant City Manager— Operations/Director of
Development Services
RE: P.R. NO. 23415 — A resolution authorizing a second-year (first renewal)
contract for janitorial services for the Development Services Building.
Introduction:
This Agenda Item intends to request authorization for the City Manager to execute a
second-year (first renewal) contract with Diamond Shine Building Services of Port
Arthur, Texas, to provide janitorial services for the Development Services Building,
located at 300 4th Street, Port Arthur, Texas, with a projected budgetary impact of
$37,620.00 with an option for carpet cleaning services of$0.38 per square foot.
Background:
City Council approved Resolution No. 22-551 on November 22, 2022, authorizing a
contract with Diamond Shine Building Services for janitorial services for the
Development Services Building located at 300 4th Street, Port Arthur, Texas 77640. The
contract was for one (1) year with an option for renewal for up to two (2) additional 12-
month periods and to provide carpet cleaning services at an additional cost of$0.38 per
square foot.
This is the first request for renewal, providing an option to renew for a third year (second
renewal) under said agreement.
Budget Impact:
Annual budgetary impact of $37,620.00 and providing carpet cleaning services at an
additional cost of $0.38 per/sf. Funding is available in the Planning/Other Contractual
Services Account: 001-13-031-5470-00-10-000.
"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
Recommendation:
It is recommended that the City Council approve P.R. No. 23415, authorizing the City
Manager to execute a second-year (first renewal) contract with Diamond Shine Building
Services of Port Arthur, Texas, to provide janitorial services for the Development
Services Building, located at 300 4th Street, Port Arthur, Texas, with a projected
budgetary impact of$37,620.00 with an option for carpet cleaning services of$0.38 per
square foot.
"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.23415
10/27/2023 PDL
PAGE 1 OF 6
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
THE SECOND YEAR (FIRST RENEWAL) OF THE CONTRACT WITH
DIAMOND SHINE BUILDING SERVICES OF PORT ARTHUR, TEXAS,
FOR JANITORIAL SERVICES FOR THE DEVELOPMENT SERVICES
BUILDING, LOCATED AT 300 4TH STREET, WITH AN ANNUAL
PROJECTED BUDGETARY IMPACT OF $37,620.00 AND PROVIDING
FOR CARPET CLEANING SERVICES AT AN ADDITIONAL COST;
FUNDING AVAILABLE IN PLANNING OTHER CONTRACTUAL
SERVICES ACCOUNT 001-13-031-5470-00-10-000.
WHEREAS, the City Council awarded the contract for janitorial services for the
Development Services Building, per Resolution No. 22-551; and,
WHEREAS, the contract was a one-year with an option to renew for two additional
one-year periods, and,
WHEREAS, the Development Services Building, located at 300 4th Street, Port
Arthur, Texas, requires daily cleaning to maintain a clean, sanitary, and safe environment
for day-to-day city operations; and,
WHEREAS, the Department of Development Services would like to renew the
contract for a second year (first renewal); and,
WHEREAS, Diamond Shine Building Services can provide carpet cleaning
services at an additional cost.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
That City Council hereby authorizes the City Manager to execute a second (2nd)
year (first renewal) contract for janitorial services for the Development Services Building,
located at 300 4th Street, Port Arthur, Texas, with Diamond Shine Building Services of
Port Arthur, Texas, with a projected budgetary impact of $37,620.00, in substantially the
same form as attached hereto as Exhibit "A".
P.R. NO.23415
10/27/2023 PDL
PAGE 2 OF 6
That Diamond Shine Building Services can provide carpet cleaning at an additional
cost of $0.38 per square foot.
That funding is available in Planning Other Contractual Services Account 001-13-
031-5470-00-10-000.
That a copy of the caption of this Resolution shall be spread upon the minutes of
the City Council.
READ, ADOPTED, AND APPROVED, this day of January 2024 A.D., 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:
Sherri Bellard, TRMC, City Secretary
APPROVED AS TO FORM:
(1141 6-- c t/lAia, c- hat-e0
\falecia "V I" Tizeno, City Attorney
P.R.NO.23415
10/27/2023 PDL
PAGE 3 OF 6
APPROVED FOR ADMINISTRATION:
ald "Ron" Burton, City anager
ami c.4 / •
1-0
Pamela D. Langford, Assistant City Manager-Operations/
Director of Planning & Development Services
APPROVED AS FOR AVAILABILITY OF FUNDS:
*--)-7 Crr 1 36)JC Ctg ei
Lynda Boswell, Finance Director
Ai, , r i 7
Clifton Williams, CPPB, Purchasing Manager
P.R.NO.23415
10/27/2023 PDL
PAGE 4 OF 6
EXHIBIT "A"
P.R.NO.23415
10/27/2023 PDL
PAGE 5 OF 6
CONTRACT
FOR
JANITORIAL SERVICES
CITY OF PORT ARTHUR
DEVELOPMENT SERVICES BUILDING
300 4TH STREET
THIS AGREEMENT,made this day of , 2024, 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 Diamond Shine Building 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. The term of this contract shall be from , 2024, to , 2025, unless sooner
terminated under the provisions 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.
2. The Contractor shall provide janitorial services as delineated in Attachment "A."
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 the 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 of $37,620.00 and additional carpet
cleaning services at$0.38 per square foot.
5. The term "Contract Documents" means and includes the following:
1) Agreement
P.R.NO.23415
10/27/2023 PDL
PAGE 6 OF 6
6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors, and assigns.
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 written above.
Signed on the day of January 2024.
ATTEST: CITY OF PORT ARTHUR:
BY
CITY SECRETARY Ronald Burton,
City Manager
Signed on the day of , 2024.
WITNESS: DIAMOND SHINE BUILDING
SERVICES, PORT ARTHUR, TEXAS
BY:
PRINT NAME: PRINT NAME:
TITLE: