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HomeMy WebLinkAboutPR 24803: AUTHORIZING THE 2ND YEAR (FIRST RENEWAL) OF CONTRACT WITH 2 CONTRACTORS FOR MOWING - AREA F City of o r t rthur Texas DEVELOPMENT SERVICES DEPARTMENT CODE COMPLIANCE - ENVIRONMENTAL HEALTH DIVISION INTEROFFICE MEMORANDUM Date: March 3, 2026 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Darlene Thomas-Pierre, CPM, Code Compliance Manager 3 20 RE: Proposed Resolution No. 24803 —Authorizing the Second-Y (First Renewal) of Contracts with Two (2) Contractors for the Mowing of Privately-owned and City- owned Vacant and Developed Lots in an Area of the City Designated as Area F, (Sabine Pass). Recommendation: Staff recommends that the City Council adopt P. R. No. 24803, authorizing the second-year(first renewal)of the contracts with two(2)contractors on a Rotation Basis for the mowing of privately- owned and city-owned residential and commercial vacant and developed lots in Area F (Sabine Pass). Background: Two(2)contracts were approved by Resolution No. 25-179 on May 6,2025. The contractors have been providing quality service and have met the terms of their contracts with the City. The response and services of these contractors have been commendable. These contracts are necessary due to the abundance of high grass in Port Arthur, and the Environmental Health Division needs multiple contractors to maintain each area. Below is the order of rotation for the contractors, as was previously determined at the May 6, 2025, City Council Meeting. This contract will be the second year(first renewal). Below is the rotation order for the contractors. Contractor Per Square Foot Per Acre BST Solutions,Port Arthur, TX $0.0031 $75.00 Smith's Remodeling, Port Arthur, TX $0.0038 No Bid Budget and Revenue Impact: Acceptance of this recommendation will not require a budget amendment. Funding is available in Account No. 001-13-039-5470-00-50-000 (Other Contractual Service) Summary: Staff recommends that the City Council adopt P. R. No. 24803, thereby authorizing the second-year(first renewal)between the City of Port Arthur and(1)BST Solutions,Port Arthur, TX @$0.0031 per square foot and$75.00 per acre, and(2) Smith's Remodeling, Port Arthur, TX @ $ 0.0038 per square foot. The contractor must submit proof of insurance. DTP/pld CC: Pamela Langford, CPM, ACM - Operations/Director of Development Services P.R. NO. 24803 03/02/2026 PLD RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND YEAR (FIRST RENEWAL) OF A CONTRACT PURSUANT TO RESOLUTION NO. 25-179 BETWEEN THE CITY OF PORT ARTHUR AND TWO (2) CONTRACTORS FOR GRASS MOWING SERVICES OF PRIVATELY-OWNED AND CITY-OWNED VACANT AND DEVELOPED LOTS IN AN AREA OF THE CITY DESIGNATED AS AREA F, SABINE PASS. WITH AN ANNUAL PROJECTED BUDGETARY IMPACT OF $10,000.00. FUNDS ARE AVAILABLE IN GENERAL FUND ACCOUNT NUMBER 001-13-039-5470-00-50-000 (OTHER CONTRACTUAL SERVICE). WHEREAS, the City of Port Arthur is responsible for maintaining certain privately- owned and City-owned properties where property owners have failed to comply with applicable ordinances requiring the maintenance of grass and vegetation; and WHEREAS, due to the volume of such properties, the Environmental Health Division requires the use of multiple qualified contractors to ensure timely and efficient mowing and maintenance services; and WHEREAS, Area F is designated as the Sabine Pass area of the City; and WHEREAS, on May 6, 2025, the City Council approved Resolution No. 25-179, authorizing the award of two (2) contracts for grass mowing services within Area F; and WHEREAS, the City has evaluated contractor performance and determined that both contractors have satisfactorily performed in accordance with the terms of their agreements and have provided reliable and commendable service; and WHEREAS, the contracts approved pursuant to Resolution No. 25-179 include renewal provisions, and the City desires to exercise the second year(first renewal) of such contracts with the two(2)contractors,in substantially the same form as attached hereto as Exhibits"B"and"C," with an option to renew for one(1) additional year; and WHEREAS, the use of multiple contractors under an established rotation schedule, attached hereto as Exhibit"A,"promotes efficiency and continuity of service delivery; and WHEREAS, the annual projected budgetary impact for these services is $10,000.00,with funding available in General Fund Account No. 001-13-039-5470-00-50-000 (Other Contractual Services). 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. P.R. NO. 24803 03/02/2026 PLD SECTION 2. The City Manager is hereby authorized to execute, on behalf of the City of Port Arthur, the second year (first renewal) of contracts with the following contractors for grass mowing services for privately-owned and City-owned vacant and developed lots within Area F (Sabine Pass), at the rates indicated below and in substantially the same form as attached hereto as Exhibits "B" and "C": • BST Solutions, Port Arthur, Texas—$0.0031 per square foot and $75.00 per acre • Smith's Remodeling, Port Arthur, Texas—$0.0038 per square foot SECTION 3. The rotation schedule governing the assignment of work among the contractors is attached hereto as Exhibit "A" and is hereby approved. SECTION 4. The total annual expenditure for these services shall not exceed $10,000.00. Funding is hereby appropriated from General Fund Account No. 001-13-039-5470-00-50-000 (Other Contractual Services). SECTION 5. That, a copy of the caption be spread upon the Minutes of the City Council. P.R. NO. 24803 03/02/2026 PLD READ, ADOPTED, AND APPROVED on this _ day of �..D., 2026, at a Regular Meeting of the City Council of the City of Port Arthur, Texas,by the following vote: AYES: Mayor Council Members NOES: CHARLOTTE M. MOSES, MAYOR ATTEST: APP : SHERRI BELLARD, TRMC ROXANN PAIS COTRONEO CITY SECRETARY CITY ATTORNEY APPROVE 0 Al) NISTRATION: APPR VED AS TO AVAILABILITY OFF DS 47-61 ALD BU N, CP YN A"LYN"BO ELL, , CIT MIA ER `fibMeA-CM,FINANCE DIRECTOR ICWO APPROVED FOR PURCHASING: PAMELA LANGFORD, M ,, ACM—OPERATIONS/DIRECTOR OF D VE OPMENT SERVICES CLIF ON WILLIAM , JR. PURCHASING MANAGER H - M E COMPLIANCE MANAGE EXHIBIT A ENVIRONMENTAL HEALTH DIVISION VACANT AND DEVELOPED LOTS AREA F ORDER OF ROTATION CONTRACTOR EXHIBIT PER SQUARE FT PER ACRE BST SOLUTIONS,PORT ARTHUR,TX B $0.0031 S75.00 SMITH'S REMODELING,PORT ARTHUR,TX C $0.0038 NO BID IMP EXHIBIT B SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA F THIS AGREEMENT, made this 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 BST SOLUTIONS, herein acting individual, firm, partnership or corporation by and through Solomon Tyler, 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. 25-190, the City entered into a one (1) year contract with the option to renew for two 2 additional one-year periods. The parties agree to exercise said option for the second year(first renewal). The terms of this contract shall be from May 11, 2026, to May 10, 2027, with the option to renew for one (1) additional one-year period. 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. Mowing assignments will be given the Contractor with the lowest contract price that is available to perform the task. 3. The Contractor will perform work, as stated in the Contract Documents. 4. 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, except those supplies specifically not required of Contractor in the Specifications. 5. 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: $0.0031 per square foot, and$75.00 per acre. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement f Bi.a * c) Addenda * d) * e) Sped * f) Bid-* g) Notice of Award h) Notice to Proceed * *These items were attached to the original letting contract.The agreement is only included in this renewal. EXHIBIT B 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 8. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original on the date first above written. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2026. BST SOLUTIONS BY Solomon Tyler Address Phone/ Fax no. Email Signed on the day of 2026. EXHIBIT C SECOND-YEAR(FIRST RENEWAL) CONTRACT FOR MOWING OF PRIVATELY-OWNED & CITY-OWNED VACANT AND DEVELOPED LOTS IN AREA F THIS AGREEMENT, made this 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 SMITH'S REMODELING, herein acting individual, firm, partnership or corporation by and through Christopher Smith, 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. 25-190, the City entered into a one (1) year contract with the option to renew for two 2 additional one-year periods. The parties agree to exercise said option for the second year(first renewal). The terms of this contract shall be from May 11. 2026, to May 10, 2027, with the option to renew for one (1) additional one-year period. 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. Mowing assignments will be given the Contractor with the lowest contract price that is available to perform the task. 3. The Contractor will perform work, as stated in the Contract Documents. 4. 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, except those supplies specifically not required of Contractor in the Specifications. 5. 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: $0.0038 per square foot. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement f r Bi * c) Addenda * d) * e) Specifications * OBid-* g) Notice of Award h) Notice to Proceed * *These items were attached to the original letting contract.The agreement is only included in this renewal. EXHIBIT C 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 8. IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original on the date first above written. CITY OF PORT ARTHUR BY Ronald Burton, City Manager Signed on the day of 2026. SMITH'S REMODELING BY Christopher Smith Address Phone/Fax no. Email Signed on the day of 2026.