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Home My WebLink AboutP.R. NO. 25174 CONTRACT WITH SMITH'S REMODELING FOR GRASS CUTTING SERVICE AT THE CIVIC CENTER. • P.R. No. 25174 09/16/2026 AJS-tnr PAGE 1 of 2 Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Adam J Saunders, Civic Center Dir RE: Proposed Resolution No. P.R. 25174 REQUEST: To ratify the City Manager's decision to approve the second and final one-year renewal of the contract with Smith's Remodeling of Port Arthur, Texas, for grass cutting services at Civic Center Department buildings. ANALYSIS/CONSIDERATION: Pursuant to Resolution No. 24-431, the City Council approved a one-year contract with Smith's Remodeling of Port Arthur, Texas, in the amount of $56,540.00 per year for grass cutting services at Civic Center Department buildings, with an option to renew the contract for two (2) additional one-year periods. The current contract term expires on September 30, 2026. The second and final renewal will provide continued grass cutting and lawn maintenance services for an additional one-year period. The Civic Center Department is responsible for the maintenance of City-owned facilities, including lawn maintenance at the following locations: • Civic Center; • Department Club; • West Side Development Center& Clinic; • Sabine Pass Community Center; • Ryman Building; • El Vista Community Center; and • Rosehill Manor. The second and final renewal is necessary to maintain continuity of grass cutting and lawn maintenance services at the Civic Center Department's facilities. Due to an administrative oversight concerning the existing contract's expiration date, the renewal was not presented to the City Council within the anticipated timeframe. The City Manager approved the renewal in order to avoid a lapse in contracted services. RECOMMENDATION: The requested Council action will ratify the City Manager's decision and formally recognize the second and final renewal authorized under the original contract. BUDGETARY AND FISCAL EFFECT: Funding in the amount of$56,540.00 is available in Civic Center Department Land Maintenance Account No. 001-15-043-5311-00-20-000. P.R.No. 25174 09/16/2026 AJS-tnr PAGE 1 of 2 RESOLUTION NO. A RESOLUTION RATIFYING THE CITY MANAGER'S DECISION TO APPROVE THE SECOND AND FINAL ONE- YEAR RENEWAL OF THE CONTRACT WITH SMITH'S REMODELING OF PORT ARTHUR, TEXAS, FOR GRASS CUTTING SERVICES AT CIVIC CENTER DEPARTMENT BUILDINGS, IN AN ANNUAL AMOUNT NOT TO EXCEED $56,540.00; PROVIDING THAT FUNDING IS AVAILABLE IN CIVIC CENTER DEPARTMENT ACCOUNT NO. 001-15-043- 5311-00-20-000 WHEREAS, the Civic Center Department is responsible for the maintenance of City- owned facilities, including lawn maintenance services at the following locations: Civic Center; Department Club; West Side Development Center & Clinic; Sabine Pass Community Center; Ryman Building; El Vista Community Center; Rosehill Manor; and WHEREAS, pursuant to Resolution No. 24-431, the City Council of the City of Port Arthur, Texas, authorized a one-year contract with Smith's Remodeling of Port Arthur, Texas, in the amount of$56,540.00 for grass cutting services at Civic Center Department buildings, with an option to renew the contract for two (2) additional one-year periods; and WHEREAS, the current contract term is scheduled to expire on September 30, 2026. Due to an administrative oversight concerning the contract expiration date, the City Manager approved the second and final one-year renewal of the contract with Smith's Remodeling to avoid a lapse in essential grass cutting services; and WHEREAS, the City Council desires to ratify the City Manager's decision to approve the second and final renewal of the contract with Smith's Remodeling for an annual amount not to exceed $56,540.00; and WHEREAS, funding for the renewal is available in the Civic Center Depaitiiient Land Maintenance Account No. 001-15-043-5311-00-20-000 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. Section 2. That the City Council hereby ratifies the City Manager's decision to approve the second and final one-year renewal of the contract between the City of Port Arthur and Smith's Remodeling of Port Arthur, Texas, for grass cutting services at Civic Center Department buildings, in an annual amount not to exceed $56,540.00, substantially in the form attached hereto as Exhibit"A." P.R. No. 25174 09/16/2026 AJS-tnr PAGE 1 of 2 Section 3. That funding for the renewal is available in the Civic Center Department Land Maintenance Account No. 001-15-043-5311-00-20-000. Section 4. That a copy of this Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED,AND APPROVED, this day of 2026 AD, 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: Christe Whitley Ned, City Secretary P.R.No. 25174 09/16/2026 AJS-tnr PAGE 1 of 2 APPROVED AST . Roxann Pais Cotroneo City Attorney APPROVED DMINISTRATION: Ronald Burton City Manager APPROVED AS TO FUND VAILABILITY: Ce4 Ag '?12 Lynda Boswell, .A., ICMA-CM Director of Finance pi-'/ • ', tugga. Clifton Williams, CPPB Purchasing Manager EXHIBIT "A" CONTRACT FOR THE GRASS CUTTING SERVICES FOR THE CIVIC CENTER DEPARTMENT BUILDINGS IN THE CITY OF PORT ARTHUR 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 Smith's Remodeling a(n) herein acting by and through Christopher Individual,firm,partnership or corporation Smith, Owner, 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 begin from the date stated on October 1, 2026, and end on September 30, 2027, unless sooner terminated under the provisions 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. The Contractor will perform Grass Cutting Services at the Civic Center Department buildings as stated in the Contract Documents, and below: • Civic Center; • Department Club; • West Side Development Center& Clinic • Sabine Pass Community Center; • Ryman Building; • El Vista Community Center; and • Rosehill Manor. 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 the 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 unit prices shown in the original bid attached hereto. 5. The term "Contract Documents" means and includes the following: 1) Agreement 2) Notice to Proceed 3) Bid Sheet * 1) General information * *Attached to Resolution No. 24-431, which authorized a one-year contract with Smith's Remodeling of Port Arthur,Texas,in the amount of$56,540.00 for grass cutting services at Civic Center Department buildings, with an option to renew the contract for two (2) additional one-year periods 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 this the day of , 2026. OWNER: CITY OF PORT ARTHUR By: Ron Burton, CPM City Manager P.O. Box 1089 Port Arthur, TX 77641-1089 Signed and agreed on the day of , 2026. CONTRACTOR: SMITH'S REMONDELING By: Print Name: Print Title: