HomeMy WebLinkAboutPR 23839: RENEWAL OF MOWING CONTRACTS FOR GROUPS 1, 1(A), 2, 8 AND 9 VI r!114I
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INTEROFFICE MEMORANDUM
Date: July 5, 2024
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Chandra Alpough, Director of Parks and Recreation C.(�
RE: P.R. 23839—Renewal of Mowing Contracts for Groups 1, 1(A), 2, 8 and 9
Introduction:
The intent of this Agenda Item is to request the City Council's approval of P. R. No. 23839
authorizing the City Manager to renew the mowing contracts for the third year (second
renewal)with Amelia Lawn Care&Landscaping of Port Arthur, Texas for Group 1, Valencia
Lawn of Port Arthur, Texas for Group 1(A), Consider Us of Port Arthur, Texas for Group 8,
and Whit's Grass Cutting of Port Arthur, Texas for Group 9; the second year (first renewal)
with Consider Us for Group 2, with an estimated projected budgetary impact of$83,979.00.
Background:
The Parks and Recreation Department is responsible for the mowing of various City parks and
right-of-ways in the City of Port Arthur. The City Council and the City Manager have made
the appropriate maintenance of City Parks and rights-of-way a priority.
Pursuant to Resolution No. 22-298,the City of Port Arthur entered into mowing contracts with
Amelia Lawn Care & Landscaping of Port Arthur, Texas for Group 1, Valencia Lawn of Port
Arthur, Texas for Group 1(A), Israel Construction of Port Arthur, Texas for Group 2, South
East Texas Lawn&Maintenance of Beaumont,Texas for Group 3(C)and Whit's Grass Cutting
of Port Arthur, Texas for Group 9.
Pursuant to Resolution No. 23-096,the City of Port Arthur entered into mowing contracts with
Derrick&Noah Lawn Service of Port Arthur, Texas for Group 7(A) and Consider Us of Port
Arthur, Texas for Group 8.
Pursuant 23-369, the City of Port Arthur entered into mowing contracts with Consider Us of
Port Arthur,Texas for Group 2 and Smith's Remodeling of Port Arthur,Texas for Group 3(C).
Pursuant to 23-312, the City of Port Arthur authorized the second year (first renewal) for
mowing contracts between the City of Port Arthur and Amelia Lawn Care & Landscaping of
Port Arthur, Texas for Group 1,Valencia Lawn of Port Arthur, Texas for Group 1(A),Derrick
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
&Noah Lawn Service of Port Arthur,Texas for Group 7(A),Consider Us of Port Arthur,Texas
for Group 8, and Whit's Grass Cutting of Port Arthur, Texas for Group 9.
The Parks and Recreation desires to rebid the contracts with Derrick&Noah Lawn Service for
Group 7(A) due to the contractor not being able to continue to mow the area and Smith's
Remodeling for Group 3(C) due to some additional areas that have been added to the mowing
group.
The department desires to renew the contracts for the third year(second renewal)with Amelia
Lawn Care & Landscaping of Port Arthur, Texas for Group 1, Valencia Lawn of Port Arthur,
Texas for Group 1(A), Consider Us of Port Arthur, Texas for Group 8, and Whit's Grass
Cutting of Port Arthur, Texas for Group 9; and the second year(first renewal) for the mowing
contract with Consider Us of Port Arthur, Texas for Groups 2,with a total projected budgetary
impact of$83,979.00.
Budget Impact:
Funding in the amount of$83,979.00 (FY2024 $31,992.00 and FY2025 $51,987.00)available
in the following account: 001-25-065-5311-00-20-000
Recommendation:
It is recommended that the City Council approve P.R.No.23839 authorizing the City Manager
to renew the mowing contracts for the third year(second renewal) with Amelia Lawn Care &
Landscaping of Port Arthur,Texas for Group 1,Valencia Lawn of Port Arthur,Texas for Group
1(A), Consider Us of Port Arthur,Texas for Group 8, and Whit's Grass Cutting of Port Arthur,
Texas for Group 9; the second year (first renewal) with Consider Us for Group 2, with an
estimated projected budgetary impact of$83,979.00.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
P. R.No. 23839
07/05/2024 ca
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE THIRD YEAR(SECOND RENEWAL)
FOR MOWING CONTRACTS BETWEEN THE CITY OF PORT ARTHUR
AND AMELIA LAWN CARE & LANDSCAPING OF PORT ARTHUR,
TEXAS FOR GROUP 1, VALENCIA LAWN OF PORT ARTHUR, TEXAS
FOR GROUP 1(A), CONSIDER US OF PORT ARTHUR, TEXAS FOR
GROUP 8, AND WHIT'S GRASS CUTTING OF PORT ARTHUR, TEXAS
FOR GROUP 9; THE SECOND YEAR (FIRST RENEWAL) FOR THE
MOWING CONTRACT WITH CONSIDER US OF PORT ARTHUR, TEXAS
FOR GROUP 2; FOR MOWING OF VARIOUS CITY PROPERTIES, PARKS
& RIGHT-OF-WAYS WITH AN ESTIMATED BUDGETARY IMPACT OF
$83,979.00 (FY2024 $31,992.00 AND FY2025 $51,987.00) FUNDING
AVAILABLE IN PARKS ACCOUNT NO. 001-25-065-5311-00-20-000
WHEREAS, pursuant to Resolution No. 22-298, the City of Port Arthur entered into
mowing contracts with Amelia Lawn Care & Landscaping of Port Arthur, Texas for Group 1,
Valencia Lawn of Port Arthur, Texas for Group 1(A), Israel Construction of Port Arthur, Texas
for Group 2, South East Texas Lawn & Maintenance of Beaumont, Texas for Group 3(C) and
Whit's Grass Cutting of Port Arthur, Texas for Group 9; and,
WHEREAS, pursuant to Resolution No. 23-096, the City of Port Arthur entered into
mowing contracts with Derrick &Noah Lawn Service of Port Arthur, Texas for Group 7(A) and
Consider Us of Port Arthur, Texas for Group 8; and,
WHEREAS, pursuant to 23-369, the City of Port Arthur entered into mowing contract
with Consider Us of Port Arthur, Texas for Group 2 and Smith's Remodeling of Port Arthur,
Texas for Group 3(C); and,
WHEREAS, pursuant to 23-312, the City of Port Arthur authorized the second year (first
renewal) for mowing contracts between the City of Port Arthur and Amelia Lawn Care &
Landscaping of Port Arthur, Texas for Group 1, Valencia Lawn of Port Arthur, Texas for Group
1(A), Derrick & Noah Lawn Service of Port Arthur, Texas for Group 7(A), Consider Us of Port
Arthur, Texas for Group 8, and Whit's Grass Cutting of Port Arthur, Texas for Group 9; and,
P. R. No. 23839
07/05/2024 ca
WHEREAS, the Parks and Recreation desires to rebid the contracts with Derrick &Noah
Lawn Service for Group 7(A) due to the contractor not being able to continue to mow the area
and Smith's Remodeling for Group 3(C) due to some additional areas that have been added to
the mowing group; and,
WHEREAS, the City desires to renew the contracts for the third year (second renewal)
with Amelia Lawn Care & Landscaping of Port Arthur, Texas for Group 1, Valencia Lawn of
Port Arthur, Texas for Group 1(A), Consider Us of Port Arthur, Texas for Group 8, and Whit's
Grass Cutting of Port Arthur, Texas for Group 9; the second year (first renewal) for the mowing
contract with Consider Us of Port Arthur, Texas for Group 2, with a total projected budgetary
impact of$83,979.00 (FY2024 $31,992.00 and FY2025 $51,987.00); now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
Section 1. That the City Manager is hereby authorized to execute on behalf of the
City, in substantially the same form, the third year (second renewal) of the existing mowing
contracts, with Amelia Lawn Care & Landscaping of Port Arthur, Texas for Group 1 (Exhibit
"A"), Valencia Lawn of Port Arthur, Texas for Group 1(A) (Exhibit "B"), Consider Us of Port
Arthur, Texas for Group 8 (Exhibit "C"), and Whit's Grass Cutting of Port Arthur, Texas for
Group 9 (Exhibit "D"); the second year (first renewal) for the existing mowing contract with
Consider Us of Port Arthur, Texas for Group 2 (Exhibit "E") with a total projected budgetary
impact of$83,979.00.
Section 2. That the estimated number of cuts for Fiscal Year 2024 is eight and for
Fiscal Year 2025 is thirteen.
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
P. R.No. 23839
07/05/2024 ca
READ, ADOPTED AND APPROVED THIS day of , A.D.,
2024, at a Regular Meeting of the City Council of the City of Port Arthur, by the following vote:
AYES:(Mayor)
Councilmembers:
NOES:
Thurman"Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
14Lie)/(''L
Ja, M. Black
In'- m City Attorney
APPRO AS TO ADMINISTRATION:
Ron Burto M
City M ager
P. R. No. 23839
07/05/2024 ca
C JACIAWIACt_
aCia
Chandra Alpough, CPM
Director of Parks and Recreation
APPROVED AS TO THE AVAILABILITY OF FUNDS:
Lynda oswell
Director of Finance
/ LAI
Clifton Williams
Purchasing Manager
EXHIBIT "A"
THIRD YEAR(SECOND RENEWAL) CONTRACT FOR MOWING OF
VARIOUS CITY PROPERTIES,PARKS AND RIGHTS-OF-WAY IN GROUP 1
IN THE CITY OF PORT ARTHUR
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 H. Wayne Riley doing
business as Amelia Lawn Care & Landscaping hereinafter called "CONTRACTOR".
WITNESSED: 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 July 28, 2024 — July 29, 2025, unless sooner
terminated under the provision hereof. The City can terminate this contract at its
convenience which includes, but not limited to, funding being available in any budget
cycle with thirty (30)days written notice.
2. The Contractor will perform mowing of properties and Rights—of—Way in Group 1
for$654 per cut 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, expecting those supplies specifically not required of Contractor
in the specifications.
4. The contractor will commence the work required by the Contract Document on or
before the date to be specified in the "Notice to Mow" and will mow the lots within
seven days unless the period for comparison is extended otherwise by the Contract
Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information*
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original contract. This agreement is only
included in this renewal.
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 above written.
Signed on the day of 2024.
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton, CPM
City Manager
Signed on the day of 2024.
CONTRACTOR:
Amelia Lawn Care& Landscaping
H. Wayne Riley
EXHIBIT "B"
SECOND YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF
VARIOUS CITY PROPERTIES,PARKS AND RIGHTS-OF-WAY IN GROUP
1(A)IN THE CITY OF PORT ARTHUR
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 Oceal Valencia doing
business as Valencia Lawn hereinafter called "CONTRACTOR".
WITNESSED: 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 July 28, 2024 — July 29, 2025, unless sooner
terminated under the provision hereof The City can terminate this contract at its
convenience which includes, but not limited to, funding being available in any budget
cycle with thirty (30) days written notice.
2. The Contractor will perform mowing of properties and Rights—of—Way in Group
1(A) for$695 per cut 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, expecting those supplies specifically not required of Contractor
in the specifications.
4. The contractor will commence the work required by the Contract Document on or
before the date to be specified in the "Notice to Mow" and will mow the lots within
seven days unless the period for comparison is extended otherwise by the Contract
Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information*
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original contract. This agreement is only
included in this renewal.
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 above written.
Signed on the day of 2024.
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton, CPM
City Manager
Signed on the day of 2024.
CONTRACTOR:
Valencia Lawn
Oceal Valencia
EXHIBIT "C"
THIRD YEAR(SECOND RENEWAL) CONTRACT FOR MOWING OF
VARIOUS CITY PROPERTIES,PARKS AND RIGHTS-OF-WAY IN GROUP 8
IN THE CITY OF PORT ARTHUR
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 Cindy Henderson
doing business as Consider Us hereinafter called "CONTRACTOR".
WITNESSED: 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 July 28, 2024—July 29, 2025,unless sooner
terminated under the provision hereof. The City can terminate this contract at its
convenience which includes, but not limited to, funding being available in any
budget cycle with thirty (30) days written notice.
2. The Contractor will perform mowing of properties and Rights—of—Way in Group 8
for$1,480 per cut 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 will commence the work required by the Contract Documents on or
before a date to be specified in the"Notice to Mow"and will mow the lots within
seven days unless the period for completion is extended otherwise by the Contract
Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original contract. This agreement is only
included in this renewal.
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 above written.
Signed on the day of 2024.
OWNER:
CITY OF PORT ARTHUR
Ron Burton, CPM
City Manager
Signed on the day of 2024.
CONTRACTOR:
Consider Us
Cindy Henderson
EXHIBIT "D"
THIRD YEAR(SECOND RENEWAL) CONTRACT FOR MOWING OF
VARIOUS CITY PROPERTIES,PARKS AND RIGHTS-OF-WAY IN GROUP 9
IN THE CITY OF PORT ARTHUR
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 Frederick B. Whitaker
doing business as Whit's Grass Cutting hereinafter called "CONTRACTOR".
WITNESSED: 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 July 28, 2024 — July 29, 2025, unless sooner
terminated under the provision hereof The City can terminate this contract at its
convenience which includes, but not limited to, funding being available in any budget
cycle with thirty (30) days written notice.
2. The Contractor will perform mowing of properties and Rights—of—Way in Group 9
for$400 per cut 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, expecting those supplies specifically not required of Contractor
in the specifications.
4. The contractor will commence the work required by the Contract Document on or
before the date to be specified in the "Notice to Mow" and will mow the lots within
seven days unless the period for comparison is extended otherwise by the Contract
Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information*
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original contract. This agreement is only
included in this renewal.
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 above written.
Signed on the day of 2024.
OWNER:
CITY OF PORT ARTHUR
BY
Ron Burton, CPM
City Manager
Signed on the day of 2024.
CONTRACTOR:
Whit's Grass Cutting
Frederick B. Whitaker
EXHIBIT "E"
SECOND YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF
VARIOUS CITY PROPERTIES,PARKS AND RIGHTS-OF-WAY IN GROUP 2
IN THE CITY OF PORT ARTHUR
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 Cindy Henderson
doing business as Consider Us hereinafter called "CONTRACTOR".
WITNESSED: 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 July 28, 2024—July 29, 2025, unless sooner
terminated under the provision hereof The City can terminate this contract at its
convenience which includes,but not limited to, funding being available in any
budget cycle with thirty (30) days written notice.
2. The Contractor will perform mowing of properties and Rights—of—Way in Group 2
for$770 per cut 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 will commence the work required by the Contract Documents on or
before a date to be specified in the"Notice to Mow"and will mow the lots within
seven days unless the period for completion is extended otherwise by the Contract
Documents.
5. The term "Contract Documents" means and includes the following:
1) Renewal Agreement
2) Advertisement for Bids*
3) Addenda*
4) General Information
5) Specification*
6) Bid*
7) Notice of Award*
8) Notice to Proceed
*These items were attached to the original contract. This agreement is only
included in this renewal.
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 above written.
Signed on the day of 2024.
OWNER:
CITY OF PORT ARTHUR
Ron Burton, CPM
City Manager
Signed on the day of 2024.
CONTRACTOR:
Consider Us
Cindy Henderson