HomeMy WebLinkAboutPR 24954: AUTHORIZING THE CITY MANAGER TO EXECUTE A THIRD YEAR, FINAL RENEWAL WITH QUEST MAINTENANCE SERVICES A
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INTEROFFICE MEMORANDUM
Date: May 13, 2026
To: The Honorable Mayor and City Council
Through: Ronald Burton, CPM, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: P.R.No. 24954—Third Year(Final Renewal) of the Janitorial Contract with
Quest Maintenance Services LLC
Introduction:
This agenda item is to seek the City Council's authorization for the City Manager to execute a
third year, final renewal with Quest Maintenance Services LLC of Beaumont, Texas for
Janitorial Services for the Utility Service Center,Water Warehouse,and Water Purification Plant
with a total budgetary amount of$48,768.00.
Background:
On June 18, 2024 City Council Approved Resolution No. 24-258, a one-year contract with the
option to renew for two additional one-year period, with Quest Maintenance Services for
Janitorial Services. Per Resolution No. 25-203, City Council approved the second year, first
renewal. The Water Utilities Department wishes to execute a third year, final renewal to the
existing contract with Quest Maintenance Services for janitorial services for the Utility Service
Center, Water Warehouse, and Water Purification Plant with an annual projected budgetary
impact of$48,768.00.
Budget Impact:
The total contract budgetary amount is $48,768.00. Funding is available in Account Nos. 410-
40-210-5470-00-00-000 ($15,576.00) and 410-40-215-5470-00-00-000 ($33,192.00; where
$13,192.00 for FY26 and$20,000.00 for FY27*), Other Contractual Services.
*Subject to the annual approval of the Budget by City Council and the Appropriation offunding.
Recommendation:
It is recommended that City Council approve Proposed Resolution No. 24954, authorizing the
City Manager to execute a third year, final renewal with Quest Maintenance Services of
Beaumont, Texas for Janitorial Services for the Utility Service Center, Water Warehouse, and
Water Purification Plant 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
PR No. 24954
5/13/2026 cm
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING CITY MANAGER TO EXECUTE A
THIRD YEAR, FINAL RENEWAL WITH QUEST MAINTENANCE
SERVICES OF BEAUMONT, TEXAS FOR JANITORIAL SERVICES AT
THE UTILITY SERVICE CENTER,WATER WAREHOUSE AND WATER
PURIFICATION PLANT WITH AN ANNUAL PROJECTED BUDGETARY
IMPACT OF $48,768.00; FUNDING AVAIL
ABLE IN WATER UTILITIES
ACCOUNT NOS. 410-40-210-5470-00-00-000 ($15,576.00) AND 410-40-215-
5470-00-00-000 ($33,192.00); WITH $13,192.00 BUDGETED IN FY26 AND
$20,000.00 IN FY27, SUBJECT TO CITY COUNCIL'S ANNUAL
APPROPRIATION AND BUDGET APPROVAL, UNDER OTHER
CONTRACTUAL SERVICES.
WHEREAS, on June 18, 2024, the City Council approved Resolution No. 24-258 for
Janitorial Services with Quest Maintenance Services, of Beaumont, Texas for the Utility Service
Center, Water Warehouse, and Water Purification Plant for a one-year period, with the option to
renew for two additional one-year periods; and,
WHEREAS,pursuant to Resolution 25-203, City Council approved the second year, first
renewal with Quest Maintenance Services, of Beaumont, Texas for said janitorial services; and,
WHEREAS, the Water Utilities and Water Warehouse are pleased with the services
provided by Quest Maintenance and recommend renewing the contract for the third and final year;
and,
WHEREAS, it is deemed appropriate for City Council to approve the third and final year
contract, with no option to renew with Quest Maintenance Services as delineated in Exhibit"A".
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR,TEXAS:
THAT,the facts and recitals in the preamble are true and correct; and,
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
execute a third and final year contract, in substantially the same form as Exhibit "A", with Quest
Maintenance Services of Beaumont, Texas, for janitorial services at the Utility Service Center,
PR No. 24954
5/13/2026 cm
Page 2 of 3
Water Warehouse, and Water Purification Plant, for an annual projected budgetary impact of
$48,768.00; and,
THAT, the funds are available in Water Utilities Account Nos. 410-40-210-5470-00-00-
000 ($15,576.00) and 410-40-215-5470-00-00-000 ($33,192.00; where $13,192.00 for FY26 and
$20,000.00 for FY27, subject to City Council's annual appropriation and approval of the Budget),
Other Contractual Services: and,
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:
CITY OF PORT ARTHUR:
Charlotte M. Moses
Mayor
ATTEST:
I
Sherri Bellard
City Secretary
PR No. 24954
5/13/2026 cm
Page 3 of 3
APPROVED AS TO FORM:
Roxann Pais Cotroneo
City Attorney
APPROVED FOR ADMINIST TION:
Ronald Burto , P
City Manager
Ka/PLAAJ'et-7
Suhail Kanwar, P.E.
Director of Public Services
a/Asek-
Calvin Matthew . .
Water Utilities Director
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
o a ) 1c)ia..cet
Lynd (Lynda) Boswell, MA CGg
Finance Director
1
Clifton E. Wil lams r. CPPB
Purchasing Manager
Exhibit "A"
CONTRACT FOR JANITORIAL SERVICES FOR
THE UTILITY SERVICE CENTER, WATER WAREHOUSE
AND WATER PURIFICATION PLANT
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 Quest Maintenance Services of Beaumont, 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 Agreement shall start from July 1, 2026 to June 30, 2027, with no option to
renew, 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. 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.
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.
Services rate schedule as provided in the original bid under Resolution No. 24-258, in a
projected budgetary amount of$48,768.00. Funding available in Account Nos. 410-40-210-5470-
00-00-000 ($15,576.00) and 410-40-215-5470-00-00-000 ($33,192.00; where $13,192.00 for
FY26 and $20,000.00 for FY27*), Other Contractual Services.
*Subject to the annual approval of the Budget by City Council and the Appropriation of funding.
4. The term "Contract Documents" means and includes the following:
a) Agreement
b) Specifications*
c) General Inf r atio..*
d) Bid*
e) Addcndum*
f) Notice of Renewal/Notice to Proceed
* These items were attached to the original 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: OWNER:
CITY OF PORT ARTHUR
BY
Sherri Bellard, City Secretary Ron Burton, CPM, City Manager
Signed on the day of , 2026.
WITNESS: CONTRACTOR:
QUEST MAINTENANCE SERVICES
By: BY
Print Name: PRINT NAME:
TITLE: