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Home My WebLink AboutPR 24498: 2ND YEAR 1ST RENEWAL, SMITH'S REMODELING, GRASS CUTTING SERVICES, CIVIC CENTER DEPARTMENT BUILDINGS 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. 24498 REQUEST: The City Council approved Resolution No. 24-431, for a one-year contract with Smith's Remodeling of Port Arthur in the amount of$56,540.00 per year for grass cutting services for the Civic Center Department Buildings, with the option to renew for two (2) additional one-year periods. The current contract ends on September 30, 2025 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. The following is a list of the buildings: • Civic Center • Department Club • West Side Dev Ctr& Clinic • Sabine Pass Comm. Ctr • Ryman Building • El Vista Comm Ctr • Rosehill Manor RECOMMENDATION A resolution authorizing the second year (first renewal) of the contract with Smith's Remodeling of Port Arthur, Texas for grass cutting services at the Civic Center Department buildings a total cost of $56,540.00 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 P.R. No. 24498 08/13/25 AJS PAGE 1 of 2 RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST RENEWAL) OF THE CONTRACT WITH SMITH'S REMODELING OF PORT ARTHUR, TEXAS FOR GRASS CUTTING SERVICES AT THE CIVIC CENTER DEPARTMENT BUILDINGS FOR A TOTAL COST OF $56,540.00. FUNDING AVAILABLE IN CIVIC CENTER ACCOUNT NUMBER 001-15-043-5311-00-20-000- SUBJECT TO APPROVAL OF FY26 BUDGET WHEREAS, pursuant to Resolution No. 24-431, the City Council approved a one-year contract with Smith's Remodeling of Port Arthur, Texas in the amount of$56,540.00 per year for grass cutting services for the Civic Center Department Buildings, which are the Civic Center, Department Club, West Side Development Center and Clinic, Sabine Pass Community Center, Ryman Building, El Vista Community Center and Rosehill Manor, with the option to renew for two (2) additional one-year periods; and, WHEREAS, the City desires to renew said grass cutting services contract for one (1) additional year in the original contract projected budgetary impact amount of$56,540.00. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: 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(first renewal) of the contract between the City of Port Arthur and Smith's Remodeling of Port Arthur, Texas for a total cost of$56,540.00, 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 (first renewal) of the contract for grass cutting services for the Civic Center Department with Smith's Remodeling of Port Arthur, Texas, for a total cost of$56,540.00. 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 this Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED,AND APPROVED,this day of 2025 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following Vote: AYES: Mayor: Councilmembers: NOES: Charlotte M. Moses, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED FORM: Roxann Pais Cotroneo City Attorney APPROVE I___ ADMINISTRATION: 4174°. Ronald e • on, C'M City Manager APPROVED AS TO FUN • VAILABILITY: yz_c{C ie25vAztailfr-V4pe40046 h4fte-,44,,,z7„fi Lynda Boswell, M.A., ICMA-CM Director of Finance Clifton Williams, CPPB Purchasing Manager EXHIBIT "A" CONTRACT FOR THE GRASS CUTTING SERVICES FOR THE CIVIC CENTER DEPARTMENT BUILDINGS IN THE CITY OF PORT ARTHUR 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 Smith's Remodeling a(n) herein acting by and through Christopher Individual,firm,partnership or corporation Smith, 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. The term of this Agreement shall begin from the date stated on the Notice to Proceed and end on September 30, 2026, with an option for one (1) additional one (1) year renewal,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. 2. The Contractor will perform Grass Cutting Services at the Civic Center Department buildings, which are the Civic Center, Department Club, Westside Development Center & Clinic, Sabine Pass Community Center, Ryman Building, El Vista Community Center and Rosehill Manor, 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 unit prices shown in the original bid attached hereto. 5. The term "Contract Documents" means and includes the following: 1) Agreement 2) Advertisement for Bids * 3) Glenda * 4) General Information * 5) Specifications * 6) Bid * 7) Notice of Award * 8) Notice to Proceed * These items were attached to the original letting contract. 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 this the _ day of , 2025. OWNER: CITY OF PORT ARTHUR By: Ron Burton, CPM City Manager P.O. Box 1089 Port Arthur, TX 77641-1089 Signed and agreed on the day of , 2025. CONTRACTOR: SMITH'S REMONDELING By: Print Name: Print Title: