The URL can be used to link to this page

Home My WebLink AboutPR 16271: MOW-N-MORE GRASS MOWING CONTRACT MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: Stephen Fitzgibbons, City Manager FROM: Kelly Eldridge, Director of Utility Operations DATE: December 29, 2010 RE: Proposed Resolution No. 16271 COMMENTS RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 16271 authorizing the execution of a contract for Utility Operations Grounds Maintenance to Mow-N-More, of Port Arthur, Texas in the total estimated amount of $9,880 for Groups A& B for one (1) year. BACKGROUND Contractors are used to maintain the grounds of the department's lift stations, water storage tanks, treatment facilities, Service Center and Warehouse. Approximately twenty (20) cuts (maintenance events) per year are required for these groups, but occasionally we ask the contractor to cut specific sites due to TCEQ inspections or complaints. We received and awarded bids in June 2010, but one vendor failed to perform. This is a re-bid of Groups awarded to that vendor. The low bid for Groups A& B from Mow-N-More meets the requirements of the advertised specifications and is therefore recommended far award. BUDGET/FISCAL EFFECT This bid reflects a$2,480 increase from the bid awarded last summer for these same groups. Funds are budgeted and available in the Utility Operations Department, Wastewater Conveyance Division budget, Account No. 410-1255-532.59-00. STAFFING/EMPLOYEE EFFECT Existing staff will administer this contract and monitor the contractor's performance. SUMMARY I recommend that the City Council approve Proposed Resolution No. 16271 authorizing execution of a 1-year grounds maintenance contract with Mow-N-More in the total estimated amount of $9,880 for Utility Operations Groups A& B(reflecting $225/cut and $269/cut, respectively). P. R. No.16271 12/29/10 RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR GROUNDS MAINTENANCE, FOR ONE YEAR, FOR THE UTILITY OPERATIONS DEPARTMENT WITH MOW-N-MORE OF PORT ARTHUR, TEXAS, IN THE TOTAL ESTIMATED AMOUNT OF NINE THOUSAND EIGHT HUNDRED EIGHTY AND NO/100 DOLLARS ($9,880 CONTRACT) FOR GROUPS A AND B. FUNDS ARE AVAILABLE IN ACCOUNT NO. 410-1255-532.59-00. WHEREAS, private contractors are used to maintain the grounds at various Utility Operations Department facilities; and, WHEREAS, the City Council of the City of Port Arthur hereby desires to execute a Contract for Grounds Maintenance for the Utility Operations Department to the lowest responsible bidder for Groups A and B(bid tabulation attached as Exhibit A) to wit: Mow-N- More; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute on behalf of the City of Port Arthur a Contract (Exhibit `B"), between the CITY OF PORT ARTHUR and MOW-N-MORE, of Port Arthur, Texas, for the 1-year total contract amount of NINE THOUSAND EIGHT HUNDRED EIGHTY AND NO/100 DOLLARS ($9,880.); and, THAT, the City can terminate this contract at its convenience with ten days written notice; and, THAT a copy of the caption of this resolution be spread upon the minutes of the City Council. P. R. No. 16271 12/29/10 Page 2 of 9 READ, ADOPTED AND APPROVED THIS day of , 2011 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor ; Councilmembers: NOES: Deloris Prince, Mayor ATTEST: Terri Hanks, City Secretary APPROVED AS TO FORM: � ! � Valeci ize o, City tto ��e�� ,_._- �: APPROVED FOR ADMINISTRATION: ��i�� Li� Stephen Frtzgibbons, City Manager Ross Blackketter, Director of Public Works � � � �- K lly El ri ge, Di ector of Utilities Shawna Tubbs, Purchasing Mgr APPROVED AS TO AVAILABILITY OF FUNDS: AGREED TO: e . Deborah Echols, Director of Fin c Mow-N-More Account No. 410-1255-532.59-00 P. R. No. 16271 12/29/10 Page 3 of 9 Exhibit "A" -,�;; , CITY OF PORT ARTHUR TEXAS F ,,,, Bid Tabulation c�» � ��i � �� ., �:t Ground Maintenance for Utility Operations � GROUPS A, B IN THE CITY OF PORT ARTHUR Quote Opening Date: December 17, 2010 Newcost Tomahawk Item # UOM Descri tion Mow—N-More Lawn Service Lawn Service 1 Cuts Grou A $ 225.00 $ 945.00 $ 240.65 2 Cuts Grou B $ 269.00 $ 1,005.00 $ 297.75 Location Port Arthur, TX Port Arthur,TX Groves, TX � _, . : i ' � r.�� tZ12Z�J� Sh�.wna T Purchasing Manager Date Page 1 of 1 P. R. No. 16271 Page 6 of 9 EXHIBIT "B" P. R. No. 16271 Page 4 of 9 GROUNDS MAINTENANCE CONTRACT AGREEMENT THIS AGREEMENT is made by and between an individual, firm partnership or corporation, Mow-N-More , of Port Arthur, Texas, hereinafter called "Contractor", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called the "Owner" or "City". WITNESSETH: That for and in consideration of the payments, terms, conditions and agreements set forth herein, Owner and Contractor agree as follows: 1. The term of this Contract sha11 be far one (1) year from the date that it is signed by the City unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but not limited to, funding not being available in any budget cycle with tens days written notice. 2. The Contractor will perform mowing, trimming, weeding, spraying, and removal of litter and debris on city owner properties 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, qualified supervision and other services necessary for the satisfactory completion of specifications and agreements contained herein for grass cutting and cleanup at the property(s) described as: Utility Operations — Groups A& B 4. The Contractor agrees to perform all the work described in the specifications and contract documents and comply with the terms herein for the sum of $9,880 as shown in the Bid schedule. 5. The term "Contract Documents" means and includes the following: (A) Agreement (B) Specifications (C) Notice to Proceed P. R. No.16271 Page 5 of 9 6. The Owner will pay to the Contractor in the manner and at such times as set forth in the General Information such amounts as required by the Contract Documents. 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 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. SIGNED AND AGREED to on the day of , 2011. WITNESS: CONTRACTOR: Mow-N-More SIGNED AND AGREED to on the day of , 2011. WITNESS: CITY OF PORT ARTHUR City Secretary City Manager March 2010 SPECIFICATIONS FOR GROUNDS MAINTENANCE UTILITY OPERATIONS DEPARTMENT The work to be performed under this contract is for grounds maintenance at various Water Utilities facilities detailed on the attached bid forms (GROUP "A" through GROUP "G"). A mandatory pre-bid meeting will be held to address any questions of prospective bidders. Prior to the bid opening, each prospective bidder shall inspect every site listed in the attachments in order to become familiar with any site-specific requirements necessary to comply with these specifications. Bidders are to provide unit prices for the maintenance of each location, and also for the entire group. Low bid will be based on bids received for the group price. It is the City's intention that each site for Groups "A" through "F" shall be maintained twice per month from March through October, and once per month from November through February (total of 20 cuts). Bidders shall provide unit price for cutting Group "G" sites (estimated 4 cuts per year). Note that maintenance frequency may change during the term of the contract, as determined by the City. Prices provided for each site are for the City's use should we require maintenance at only that site, and not the entire group. Invoices for services rendered under this contract are to be submitted to the Wastewater Conveyance Supt. within two days of cutting, in order to check/verify completion of the work. Invoices for work not submitted within this time frame cannot be verified, and will not be paid. INVOICES FOR WORK NOT COMPLETED PER THESE SPECIFICATIONS WILL NOT BE PAID. The contractor shall furnish all supervision, labor, materials, machinery, tools, equipment, and service to complete all work in a workmanlike manner as follows: 1. Each site must be cut and trimmed with hand mower, weed trimmer, push mower, or riding lawn mower, as appropriate. Group "G" sites are for rough-cut and shall be maintained with bush hog and/or slope mower. 2. Each site is to be clean cut and all fenced sites are required to be cut inside and immediately around fenced areas, where practicable, as previously done or as directed by the City. 3. Trimming is required around all in-ground facilities, fences and concrete. 4. Vegetation is to be removed from all appurtenances and fencing. 5. Entrance roads, approaches, and/or driveways are to be maintained, where applicable. � 6. For most facilities, the limits of cutting is the immediate area of past- maintenance, with a minimum of 5 feet around all fences and entrance roads, 10 feet around structures, and ANY areas adjacent and up to any street pavement. 7. Description of maintenance requirements at Group F facilities must be coordinated with appropriate supervision, and signature obtained before submitting bid. N:\specs/annuals/Gfi0UND10 Page 1 Of 8 March 2010 WATER UTILITIES GROUP A NAME LOCATION SERVICE ADDRESS BID PRICE Lift Stations & Sewer Plants Main Line 5440 Procter 5400 Procter St. Valley Forge Valley Forge & Taft Ave. Procter St. Ext. Manchester 6600 Gulfway Dr. 6580 Gulfway Dr. Pinetop Hwy 366 & Pinetap 4801 Atlantic Rd. Atlantic Road Atlantic Rd. & 39th St. 3949 Pure Atlantic Fairlea Hwy 366 & 32nd St. 7250 32nd St. Highland Heights @ Taft Elementary 2400 Taft Ave. Delmar 4043 Lakeshore Dr. 41 10 Lakeshore Lewis Dr. 4831 Lewis Dr. (rear) 4729 Lewis Dr. Peeke Ave. 3900 Gulfway (rear) 1621 Brinkman 8th Ave. 3600 Procter St. 3620 Procter St. Pioneer Park 3400 18th St. 3435 18th St. Water Towers & Misc. Pioneer Park Tower 3600 blk Gates Blvd. Procter St. Ext. Tower Procter St. Ext. & Taft Ave. TOTAL AMOUNT BID FOR GROUP A: S N:\specslannuals/GROUND70 Page 2 of 8 March 2010 GROUP B NAME LOCATION SERVICE ADDRESS BID PRICE Lift Stations & Sewer Plants Hazel Ave. 6140 Hazel Ave. 6160 Hazel Ave. 63� St. 3100 63` St. 3100 blk. 63` St. 62nd St. 2756 62nd St. 6257 Jade Ave. WPA Road 6441 WPA Rd. 6475 WPA Rd. 58th St. 2148 58th St. 2120 58th St. Camellia Plaza Camellia Plaza/WPA Rd. WPA Rd. Lakeside Park 2100 Cambridge 2105 Cambridge EI Vista LS 5400 Terrace 5448 Terrace Ave. Roosevelt 5929 Roosevelt Ave. 5929 Roosevelt Ave. Vista Village 5230 Linkwood 5050 Houston Ave. Operations Ctr. 4700 Houston Ave. 4850 Houston Ave. Montrose 8500 Wilson 8530 Wilson Hwy 365 1900 blk Hwy 365 1901 Hwy 365 Aero Drive 9500 block Hwy 69 at Main B Canal Business Park Jade Ave. Ext. at the service road Water Towers & Misc. WPA Road EST WPA Road & 60` St. 62nd St. & Jade Ave. EST Hwy 365 Tower Hwy. 365 & Main 'C' Canal TOTAL AMOUNT BID FOR GROUP B: S N:\specs/annuals/GROUNDIO Page 3 of 8