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Home My WebLink AboutPR 24141: A RESOLUTION AUTHORIZING A 3RD YEAR (2ND RENEWAL) CONTRACT FOR JANITORIAL SERVICES FOR THE DEVELOPMENT SERVICES BUILDING Ern -V ( irl r,/ nrt rtlt«�� tu, www.PortArthurTx.gov DEPARTMENT OF DEVELOPMENT SERVICES INTEROFFICE MEMORANDUM Date: January 29, 2025 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, City Manager From: Pamela D. Langford, Assists ity Manager— Operations/Director of Development Services(. RE: P.R. NO. 24141 — A resolution authorizing a third-year (second 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 third-year (second and final renewal) contract with Diamond Shine Building Services of Port Arthur, Texas, to provide janitorial services for the Inell Ross Moore Development Services Building, located at 300 4th Street, Port Arthur, Texas. The projected budgetary impact is $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 Inell Ross Moore 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 second request for renewal, providing an option to renew for a third year (the second and final renewal) under the 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. 24141, authorizing the City Manager to execute a third-year (second and final renewal) contract with Diamond Shine Building Services of Port Arthur, Texas, to provide janitorial services for the Inell Ross Moore 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.24141 01/29/2025 PDL PAGE 1 OF 6 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE THIRD YEAR (SECOND AND FINAL 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 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 City Council awarded the contract for janitorial services for the Inell Ross Moore Development Services Building, pursuant to 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 City Council awarded a second year, first renewal of the contract with Diamond Shine for janitorial services for the Inell Ross Moore Development Services Building, pursuant to Resolution No. 24-003; and, WHEREAS, the Department of Development Services would like to renew the contract for a third year (second and final renewal); and, WHEREAS, Diamond Shine Building Services can provide carpet cleaning services at an additional cost. P.R.NO.24141 01/29/2025 PDL PAGE 2 OF 6 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 third (3rd) year (second and final renewal) contract for janitorial services for the Inell Ross Moore 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". 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 February 2025 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 P.R.NO.24141 01/29/2025 PDL PAGE 3 OF 6 ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED F MINISTRATION: Id "Ron" PM, City Manager Arne • 14. y� PV Pamela D. Langford, Assistant City Manager-Operations/ Director of Planning & Development Services APPROVED AS FOR AVAILABILITY OF FUNDS: / chap Lynda Boswell, Finance Director (1)4-41, I , ; ;;, , ,, Clifton-Williams, CPPB, Purchasing Manager P.R.NO.24141 01/29/2025 PDL PAGE 4 OF 6 EXHIBIT "A" P.R. NO.24141 01/29/2025 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 February 2025,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. Pursuant to Resolution No. 22-551,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 (second and final renewal), 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. 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. 3. 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. 4. The term "Contract Documents" means and includes the following: 1) Agreement 2) Specifications * 3) Addends * 4) Bid * 5) Notice of A ward * 6) Notice to Proceed * *These items were attached to the original letting contract. P.R.NO.24141 01/29/2025 PDL PAGE 6 OF 6 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6. 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 February 2025. ATTEST: CITY OF PORT ARTHUR: BY Sherri Bellard, City Secretary Ronald Burton, CPM City Manager Signed on the day of , 2025. WITNESS: DIAMOND SHINE BUILDING SERVICES, PORT ARTHUR, TEXAS BY: PRINT NAME: PRINT NAME: TITLE: