HomeMy WebLinkAboutPR 24705: THE ANNUAL CONTRACT FOR UTILITY CUT CONCRETE REPAIRS ieu%
p
Ul I�lU��
Terar
INTEROFFICE MEMORANDUM
Date: 12/15/2025
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Clifton Williams, Purchasing Manager
RE: P.R. 24705 —the Annual contract for utility cut concrete repairs
Introduction:
The purpose of this memorandum is to request City Council approval of the second year(first renewal)of the
annual contract with W and W Construction of Port Arthur, Texas, for utility cut concrete repairs at various
locations throughout the City.
Background:
The City of Port Arthur's Water Utility Department performs utility line repairs on an as-needed and
unscheduled basis throughout the City. These repairs frequently require the removal and replacement of
concrete slabs within City rights-of-way, easements, and other City-controlled properties.
To ensure timely restoration of streets and concrete infrastructure following utility cuts, the City Council
awarded an annual contract for utility cut concrete repairs to W and W Construction by Resolution No. 25-015.
The contract allows for renewal periods.This action represents the second year(first renewal)of the agreement,
with the option for one additional one-year renewal.
W and W Construction has performed the work in a satisfactory manner and has demonstrated the capacity to
respond promptly to the City's ongoing infrastructure repair needs.
Budget Impact:
The projected expenditure under the renewal is not to exceed $200,000.00, with anticipated costs allocated
approximately$100,000.00 in Fiscal Year 2026 and$100,000.00 in Fiscal Year 2027, subject to annual budget
appropriation.
Funding is available in the following accounts:
Public Works Street Maintenance—City Streets
Account No. 001-21-053-5316-00-70-000
Water Utilities—Water Distribution—Streets
Account No. 410-40-215-5316-00-00-000
No additional appropriation is requested at this time.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 Port Arthur,Texas 77641-1089 409.983.8101 X FAX 409.982.6743
Recommendation:
It is recommended that the City Council approve the attached resolution authorizing the City Manager to
execute the second year (first renewal) of the annual contract with W and W Construction of Port Arthur,
Texas,with an option for one additional one-year renewal,for utility cut concrete repairs throughout the City.
"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.24705
12/15/2025 cewj- tnr
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE SECOND YEAR.
(FIRST RENEWAL) OF THE CONTRACT BETWEEN THE
CITY OF PORT ARTHUR AND W AND W CONSTRUCTION
OF PORT ARTHUR,TEXAS,FOR UTILITY CUT REPAIRS AT
VARIOUS LOCATIONS THROUGHOUT THE CITY WITH A
PROJECTED IMPACT OF $200,000.00. ALLOCATED
APPROXIMATELY $100,000.00 IN FISCAL YEAR 2026 AND
$100,000.00 IN FISCAL YEAR 2027, SUBJECT TO ANNUAL
BUDGET APPROPRIATION; FUNDING FOR THIS WORK IS
AVAILABLE IN PUBLIC WORKS STREET MAINTENANCE—
CITY STREETS, ACCOUNT NO. 001-21-053-5316-00-70-000,
AND WATER UTILITIES — WATER DISTRIBUTION —
STREETS, ACCOUNT NO. 410-40-215-5316-00-00-000,
WHEREAS, the City of Port Arthur, through its Water Utility Department, performs
utility line repairs at unscheduled intervals throughout the City, which frequently require the
removal and replacement of concrete slabs within City rights-of-way, easements, and other City-
controlled properties; and
WHEREAS, City Council awarded an annual contract for utility cut concrete repairs to W
and W Construction of Port Arthur, Texas, by Resolution No. 25-015; and
WHEREAS, the contract provides for renewal periods, and this action constitutes the
second year(first renewal) of the agreement, with the option for one additional one-year renewal;
and
WHEREAS, W and W Construction has performed the work in a satisfactory manner and
has demonstrated the ability to respond promptly and effectively to the City's ongoing utility cut
repair needs at various locations; and
WHEREAS, the City desires to renew the annual contract for utility cut concrete repairs
for a projected total expenditure not to exceed $200,000.00, allocated approximately $100,000.00
in Fiscal Year 2026 and $100,000.00 in Fiscal Year 2027, subject to annual budget appropriation;
and
WHEREAS, the term of this contract shall run from January 28, 2026, through January
27, 2027, as specified in Exhibit"A."
WHEREAS, funding for this work is available in Public Works Street Maintenance—City
Streets, Account No. 001-21-053-5316-00-70-000, and Water Utilities — Water Distribution —
Streets, Account No. 410-40-215-5316-00-00-000, subject to annual budget appropriation; and
WHEREAS,the City Council finds that renewing the contract is in the best interest of the
City and ensures the continuity of essential infrastructure repairs.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR,TEXAS:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is hereby authorized and directed to execute the second year
(first renewal) of the annual contract between the City of Port Arthur and W and W Construction
of Port Arthur, Texas, for utility cut concrete repairs, with an option to renew for one additional
one-year term, in substantially the same form as the agreement attached hereto as Exhibit "A.";
and,
THAT, funding shall be provided from Public Works Street Maintenance — City Streets,
Account No. 001-21-053-5316-00-70-000, and Water Utilities — Water Distribution — Streets,
Account No. 410-40-215-5316-00-00-000, with anticipated expenditures of approximately
$100,000.00 in FY 2026 and $100,000.00 in FY 2027; and,
THAT, total expenditures under the renewal shall not exceed $200,000.00, subject to
annual budget appropriation; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ,ADOPTED AND APPROVED this the_day of , A.D. 2026 at
a meeting of the City of Port Arthur, Texas,by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Charolette M. Moses
Mayor
P.R. No.24705
12/15/2025 cewj-tnr
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
Roxann Pais Cotroneo, Esq. Ron Burton,
City Attorney City Manager
APPROVED AS FOR AVAILABILITY OF
FUNDS:' ge9O-Cm
- -e/
L nda�a1 ICMA- M, MA
y
Dire 9.of 'wee
f/7'
yin Matthews, P. E.
Water Utilities Director
L
Clifton Williams
Purchasing Manager
EXHIBIT A
ANNUAL CONTRACT RENEWAL FOR UTILITY CUT REPAIRS
FOR CONCRETE SLABS AT VARIOUS
LOCATIONS THROUGHOUT THE CITY
THIS AGREEMENT, made this day of , 2026, 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 W and W Construction 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 25-015, the City entered into a (1) year contract with the option to
renew for two additional one-year periods. The Parties hereby agree to exercise said option for
the second year (first renewal). The term shall be January 28, 2026, to January 27, 2027. 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 in the amounts stated in the bid documents.
4. The term "Contract Documents" means and includes the following:
1) Agreement
2) General Information *
3) Specification *
4) Bid *
5) Notice of Award *
6) Notice to Proceed
*These items were attached to the original letting contract.
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 2026
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY
Signed on the day of , 2026
WITNESS W AND W CONSTRUCTION
BY
PRINT NAME
PRINT NAME:
TITLE: