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Home My WebLink AboutPR 24269: CONTRACT RENEWAL OF THE MECHANICAL SERVICES FOR WATER UTILITIES \1 'iSrli City of ' '$ 1 ort rthu INTEROFFICE MEMORANDUM Date: April 8, 2025 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR 24269—Contract Renewal of the Mechanical Services for Water Utilities Equipment Introduction: On June 18, 2024, City Council approved Resolution No. 24-259, a one-year contract with the option to renew for two additional one-year periods,with IPS Pump Services, Inc. of Houston, Texas for on demand mechanical services. The Water Utilities Department is requesting a one- year renewal of the existing contract with IPS Pump Services, Inc. for said services. Background: Various equipment at The Water Utilities Department's are in constant need of maintenance and repair. In order to effectively streamline repairs and reduce downtime, the Purchasing Division of the Finance Department issued a solicitation for qualified proposals to provide on-demand mechanical services. IPS Pump Services, Inc., based in Houston, Texas, was deemed the most qualified by the Water Utilities Department and selected as the mechanical shop service contractor for a one-year term, with the option to renew for two additional one-year periods. Water Utilities staff are satisfied with the services provided by IPS Pump and recommend renewing the contract for an additional year. Budget Impact: The total projected budgetary contract amount shall not exceed$500,000.00,with funds available in the following Water Utilities Equipment Maintenance Account Nos.: $100,000.00 from 410-40-210-5318-00-00-000—Water Purification $100,000.00 from 410-40-215-5318-00-00-000—Water Distribution $100,000.00 from 410-40-220-5318-00-00-000—Wastewater Conveyance $200,000.00 from 410-40-225-5318-00-00-000—Wastewater Treatment "Remember,we are here to serve the Citizens of Port Arthur" 1tt!ili j'i,'. t City of er'` o r t rthu Recommendation: It is recommended that City Council approve Proposed Resolution No. 24269, authorizing the contract renewal for an additional one year period with, IPS Pump Services of Houston, Texas for the Mechanical Services as described/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" PR No. 24269 4/8/2025 cv Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE-YEAR CONTRACT (FIRST RENEWAL) WITH IPS PUMP SERVICES,INC. OF HOUSTON,TEXAS,TO PROVIDE ON-DEMAND MECHANICAL SERVICES FOR VARIOUS EQUIPMENT AT THE WATER UTILITIES DEPARTMENT, IN A TOTAL AMOUNT NOT TO EXCEED $500,000.00. FUNDS ARE AVAILABLE IN THE FOLLOWING WATER UTILITIES ACCOUNTS: 410-40-210-5318-00-00-000 ($100,000.00), 410-40-215-5318-00-00-000 ($100,000.00), 410-40- 220-5318-00-00-000 ($100,000.00), 410-40-225-5318-00-00-000 ($200,000.00),EQUIPMENT MAINTENANCE. WHEREAS,pursuant to 252.042 of the Texas Local Government Code,on April 17,2024, the Purchasing Department advertised for request for proposals for the purpose of seeking on- demand mechanical service consisting of repair,maintenance,and refurbishment of various pumps, blowers, and related equipment routinely used by the Water Utilities Department; and, WHEREAS, on June 18, 2024, the City Council approved Resolution No. 24-259, authorizing a one-year contract, with the option to renew for two additional one-year periods for on demand mechanical services with IPS Pump Services, Inc, of Houston, Texas; and, WHEREAS, the Water Utilities Department has determined that IPS Pump Services, Inc. possesses the necessary expertise to ensure the effective execution of future designated assignments; and, WHEREAS, the Water Utilities Department is recommending the first renewal of the contract with IPS Pump Services, Inc. for an additional year, in a total amount not to exceed $500,000.00. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: THAT,the facts and recitals in the preamble are true and correct. PR No. 24269 4/8/2025 cv Page 2 of 3 THAT,the City Manager is hereby authorized to execute, in substantially the same form as attached hereto as Exhibit"A",a one-year contract(first renewal)with IPS Pump Services,Inc. of Houston, Texas, with the option to renew for an additional year, to provide on-demand mechanical services in an amount not to exceed $500,000.00. THAT,funding for the contract shall be allocated from the following Account Numbers:410- 40-210-5318-00-00-000($100,000.00);410-40-215-5318-00-00-000 ($100,000.00); 410-40-220- 5318-00-00-000 ($100,000.00); and 410-40-225-5318-00-00-000 ($200,000.00). THAT, a copy of the caption of the Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this the day of , A.D. 2025 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: • NOES: CITY OF PORT ARTHUR: Thurman Bill Bartie Mayor ATTEST: Sherri Bellard City Secretary PR No. 24269 4/8/2025 cv Page 3 of 3 APPROVED AS TO FORM: Roxann Pais Cotroneo City Attorney APPROV D OR ADMINISTRATION: ahti 1AV". Ronald nolo7r City Manager 2 Calvin Matthews, P.E. Water Utilities Director APPROVED AS TO AVAILABILITY OF FUNDS: 6-9J'(.4 Lynda(Lyn) Boswell, A, ICMA-CM Finance Director Clio Williams, CPPB Purchasing Manager EXHIBIT "A" MECHANICAL SERVICES FOR THE WATER UTILITIES DEPARTMENT THIS AGREEMENT, made this day of , 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 IPS PUMP SERVICES, INC. OF HOUSTON, TEXAS. 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 one year from the start date July 5, 2025 to July, 6, 2026. The City can terminate this contract at its convenience which includes but is not limited to, funding not being available in any budget cycle with thirty (30) days written notice. 2. The Contractor will perform work 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 agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein for the following cost: Mechanical Services per hourly rate schedule as provided in the original bid under Resolution 24-259, in an amount not to exceed$500,000.00 for Water Utilities Department Equipment. 5. The term "Contract Documents"means and includes the following: 1) Agreement 2) Advertisement for Bids* 3) 4) 5) Sp� 'ter 6) epesal * 7) Notice to Proceed * These items were attached to the original contract. Only this agreement is included in the 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 , 2025. OWNER: ATTEST: CITY OF PORT ARTHUR BY: Sherri Bellard Ronald Burton, CPM City Secretary City Manager Signed on the day of , 2025. CONTRACTOR: WITNESS: IPS PUMP SERVICES,INC. BY: Print Name: Title: