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Home My WebLink AboutPR 24911: MECHANICAL SERVICES CONTRACT Cir'of nr! rtlttt www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 23, 2026 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR No. 24911 —Mechanical Services Contract(2nd and Final Renewal) for Water Utilities Department Introduction: This agenda item is to seek the City Council's authorization for the City Manager to renew(2' and final renewal)the contract with IPS Pump Services, Inc. of Houston, Texas for Mechanical Services. Background: The Water Utilities equipment needs routinely maintenance,and in an effort to streamline repairs and reduce downtime, as per Resolution No. 24-259, the City approved a one-year contract for mechanical services with IPS Pump Services, Inc. of Houston, Texas with the option to renew two additional one-year periods. As per Resolution No. 25-219, the City approved the first renewal for the contract. The Water Utilities Department would like to renew (2nd and final renewal)the contract with IPS Pump Services,Inc.of Houston,Texas. The contract will provide on-demand service for mechanical services at the request of the Water Utilities Department, Budget Impact: The total contract projected budgetary amount is $500,000.00. Funds are available in Water Utilities Equipment Maintenance Account Nos. as follows: $100,000.00, FY26, 410-40-210-5318-00-00-000—Water Purification * $100,000.00, FY26 and FY27, 410-40-215-5318-00-00-000—Water Distribution * $100,000.00, FY26 and FY27, 410-40-220-5318-00-00-000—Wastewater Conveyance $200,000.00, FY26, 410-40-225-5318-00-00-000—Wastewater Treatment *Subject to the annual approval of the Budget by City Council and the Appropriation of funding. Recommendation: It is recommended that City Council approve Proposed Resolution No. 24911, authorizing the final 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" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No.24911 4/23/2026 cm Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE-YEAR CONTRACT (2ND AND FINAL RENEWAL)WITH IPS PUMP SERVICES,INC.OF HOUSTON, TEXAS, TO PROVIDE ON-DEMAND MECHANICAL SERVICES FOR VARIOUS EQUIPMENT AT THE WATER UTILITIES DEPARTMENT, WITH A TOTAL PROJECTED BUDGETARY AMOUNT OF $500,000.00. FUNDS ARE AVAILABLE IN THE FOLLOWING WATER UTILITIES ACCOUNTS: 410-40-210-5318-00-00-000 ($100,000.00, FY26), 410-40-215-5318-00-00-000 ($100,000.00; WHERE $25,000.00 FOR FY26 AND $75,000.00 FOR FY27, SUBJECT TO CITY COUNCIL'S ANNUAL APPROPRIATION AND APPROVAL OF THE BUDGET), 410-40-220-5318-00-00-000 (($100,000.00; WHERE $25,000.00 FOR FY26 AND $75,000.00 FOR FY27, SUBJECT TO CITY COUNCIL'S ANNUAL APPROPRIATION AND APPROVAL OF THE BUDGET), 410-40-225-5318-00-00- 000 ($200,000.00, FY26), 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, on May 20, 2025, the City Council approved Resolution No. 25-219, authorizing the first renewal for the contract; 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 2nd and final renewal of P.R. No. 24911 4/23/2026 cm Page 2 of 3 the contract with IPS Pump Services, Inc. for an additional year, with a total projected budgetary amount of$500,000.00. 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 to execute, in substantially the same form as attached hereto as Exhibit "A", a one-year contract (2nd and final renewal) with IPS Pump Services, Inc. of Houston, Texas, with no option to renew, to provide on-demand mechanical services with a total Project Budgetary Amount of$500,000.00; and, THAT, funding for the contract shall be allocated from the following Account Numbers: 410-40-210-5318-00-00-000 ($100,000.00, FY26); 410-40-215-5318-00-00-000 ($100,000.00; where $25,000.00 for FY26 and $75,000.00 for FY27, subject to City Council's annual appropriation and approval of the Budget); 410-40-220-5318-00-00-000 ($100,000.00; where $25,000.00 for FY26 and$75,000.00 for FY27, subject to City Council's annual appropriation and approval of the Budget); and 410-40-225-5318-00-00-000 ($200,000.00, FY26), THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED 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: P.R. No. 24911 4/23/2026 cm Page 3 of 3 Charlotte M. Moses Mayor ATTEST: Sherri Bellard City Secretary P.R. No. 24911 4/23/2026 cm Page 3 of 3 APPROVED AS TO FORM: Roxann Pais Cotroneo City Attorney APPROVED FOR ADMINISTRATION: 414t Ronald Burton, CP City Manager L `® 9 Suhail Kanwar, P.E. Director of Public Services Calvin att ews, P.E. Water Utilities Director APPROVED AS TO THE AVAILABILITY OF FUNDS: Lyn a( ynda)Boswell, MA CGFO Finance Director 1 , LA.,i I t' Oititm Clifton . Williams Jr. CPPB Purchasing Manager EXHIBIT A (Contract) MECHANICAL SERVICES FOR THE WATER UTILITIES 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 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 (2nd and final renewal) shall be one year from the start date July 6, 2026 to July 5, 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 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. $100,000.00, FY26, 410-40-210-5318-00-00-000, Water Purification * $100,000.00, FY26 and FY27, 410-40-215-5318-00-00-000, Water Distribution * $100,000.00, FY26 and FY27, 410-40-220-5318-00-00-000,Wastewater Conveyance $200,000.00, FY26, 410-40-225-5318-00-00-000, Wastewater Treatment *Subject to the annual approval of the Budget by City Council and the Appropriation offunding. 5. The term"Contract Documents"means and includes the following: 1) Agreement 2) Advertisement for Bids* 3) Addendum* JD General Information* 5) Specification* 6) Bid Proposals* 7) Notice to Proceed * Resolution 24-259 contains the original contract documents. 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 , 2026. OWNER: ATTEST: CITY OF PORT ARTHUR BY: Sherri Bellard Ronald Burton, CPM City Secretary City Manager Signed on the day of , 2026. CONTRACTOR: WITNESS: IPS PUMP SERVICES,INC. BY: Print Name: Title: