HomeMy WebLinkAboutPR 24724: A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A SIX-MONTH SECOND RENEWAL OF THE CONTRACT WITH SOUTHEAST TEXAS BUILDING SERVICES FOR JANITORIAL SERVICES City of
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: January 05, 2026
To: The Honorable Mayor and City Council
Through: Ron Burton, CPM, City Manager
From: Judith Smith, BSN, RN, Director of Health Services
RE: (P. R # 24724)
Introduction:
The purpose of this item is to request City Council authorization for the City Manager to execute a six
(6) month second renewal of the janitorial services contract with Southeast Texas Building Services of
Nederland, Texas, for the Port Arthur Health Department in an amount not to exceed $45,600.00.
Background:
The City Council approved the original one-year contract with Southeast Texas Building Services,
pursuant to Resolution No. 24-102, and the first one-year renewal, pursuant to Resolution No. 25-072.
The contract provides for an additional renewal option. Southeast Texas Building Services has
consistently provided high-quality janitorial and high-level cleaning services to the Health Department
over the past two years, meeting all performance expectations.
The Health Department requests that the second renewal be for six (6) months, rather than a full year, to
align this contract with the City's fiscal year and future procurement cycle. This alignment will promote
administrative efficiency and allow all departmental service contracts to be rebid and renewed on a
uniform schedule.
Budget Impact:
The six-month renewal will be at a monthly rate of$7,600.00, for a total amount not to exceed
$45,600.00. Sufficient funds are budgeted and available in the Health Department's Other Contractual
Account No. 001-23-061-5470-50-000.
Recommendation:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to renew
the six (6)months contract with Southeast Texas Building Service of Nederland,Texas, for Janitorial
services for the Health Department. P.R. No. 24724
"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. 24724
01/05/2026 js-tnr
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE A SIX-MONTH SECOND RENEWAL OF
THE CONTRACT WITH SOUTHEAST TEXAS BUILDING
SERVICES OF NEDERLAND, TEXAS, FOR JANITORIAL
SERVICES AT THE PORT ARTHUR HEALTH
DEPARTMENT IN AN AMOUNT NOT TO EXCEED
$45,600.00 FUNDS ARE BUDGETED IN THE HEALTH
DEPARTMENT OTHER CONTRACTUAL ACCOUNT 001-
23-061-5470-50-000
WHEREAS, Southeast Texas Building Services of Nederland, Texas, has provided high-
quality janitorial and high-level cleaning services for the Port Arthur Health Department for the
past two (2) years; and
WHEREAS, the City Council initially approved a one-year contract with Southeast
Texas Building Services pursuant to Resolution No. 24-102, followed by a first one-year renewal
pursuant to Resolution No. 25-072, with the contract providing for an additional renewal option;
and
WHEREAS, the Health Department desires to exercise the second renewal option for a
period of six(6)months, rather than a full year, in order to align the contract term with the City's
fiscal year; and
WHEREAS, Southeast Texas Building Services has consistently met the operational and
sanitation needs of the Health Department, and continuation of these services is necessary to
maintain a safe and sanitary public health environment; and
WHEREAS,the proposed six-month renewal will be at a monthly cost of$7,600.00, for
a total amount not to exceed $45,600.00.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR,TEXAS.
THAT, the City Council of the City of Port Arthur hereby approves the renewal of the
six-month contract with Southeast Texas Building Services of Nederland, Texas, for Janitorial
Services at the Health Department the not to exceed the amount of$45,600.00; and
THAT, the City Manager is hereby authorized to execute the six-month renewal, in
substantially the same form as attached hereto as Exhibit "A," for the purpose of aligning the
contract term with the City's fiscal year.
THAT, funding is available in the Health Department's Other Contractual Account 001-
23-061-5470-50-000, and
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
P.R. No. 24724
01/05/2026 js
READ,ADOPTED AND APPROVED on this day of 2026,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 AS TO FORM:
Roxann Pais Cotroneo, City Attorney
P ED AS TO FUNDS:
der
A n Boswell, , NI'A=C
APPROVED FOR ADMINISTRATION:
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Ron Burton,C ,Ci Manager Judith Smith,RN,City Manager
Director of Health Services
P.R. No. 24724
01/05/2026 js
EXHIBIT "A"
CONTRACT FOR
JANITORIAL SERVICES FOR
HEALTH DEPARTMENT
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 Southeast Texas Building Services of Nederland
Texas, herein acting by and through ,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 from March 6, 2026 to September 30, 2026. The City can
terminate this contract at its convenience which includes,but is not limited to,finding not being
available in any budget cycle within fifteen(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 Contractor.
3. The CONTRACTOR agrees to perform all the work described in the specifications and
contract documents and to comply with terms therein for the amount of$7,600/month for
a six month cost of$45,600.
4. The term "Contract Documents" means and includes the following:
a) Agreement
b) BID
c) Addenda
d) General Information
e) Specification
f) Notice of Award
g) Notice to Proceed
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 above written
1iPage
Signed on the day of , 2026.
OWNER
City Of Port Arthur
By:
Ronald Burton
City Manager
Signed on the day of , 2026.
CONTRACTOR
Southeast Texas Building Services
By:
Print Name:
Title:
Wage