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HomeMy WebLinkAboutPR13042:EDC/LANDSCAPE MAINT. Memorandum City of Port Arthur, Texas Finance Department TO: FROM: Stephen Fitzgibbons, City Manager Joseph Broussard, Purchasing Coordinator DATE: February 24, 2005 SUBJECT: Proposed Resolution No. 13042 RECOMMENDATION The Purchasing Division recommends that the City Council adopt Proposed Resolution No. 13042. approving the award of a bid for landscape maintenance by the City of Port Arthur Section 4A Economic Development Corporation at the EDC Business Park on Spur 93 to Sandra Enterprise Inc., of Port Arthur, Texas in the amoum of $40,000 per year for a three (3) period not to exceed a total cost of $120, 000. BACKGROUND The final acceptance for landscape installation at the EDC Business Park was approved by City Council per Resolution 13007 on February 1, 2005. There has been no landscape maintenance for the EDC Park since the original installation. The Purchasing Division advertised in the Port Arthur News January 16 and January 23, 2005 requesting bids for landscape maintenance ar the EDC Business Park. A mandatory pre-bid was held at the Business Park wherein seven (7) contractors attended. The Purchasing Division opened bids for landscape maintenance for the EDC Business Park February 2, 2005 with two (2) contractors responding. This is a three (3) year contract where the EDC can terminate at its convenience which includes, but is not limited to. funding not being available in any budget cycle with thirty (30) days written notice. BUDGETARY/FISCAL EFFECT None SUMMARY The Purchasing Division recommends that the City Council adopt Proposed Resolution No. 13042 approving the award of a bid for landscape maintenance by the City of Port Arthur Section 4A Economic Development Corporation at the EDC Business Park to Sandra Enterprise Inc., of Port Arthur, Texas in the amount of $40,000 per year for a three (3) period not to exceed a total cost of $120, 000. This bid proposal is the lowest bid with the best value. Z P.R. No. 13042 02/18/05 jb RESOLUTION NO. A RESOLUTION APPROVING THE AWARD OF A BID FOR LANDSCAPE MAINTENANCE BY THE CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION AT THE SPUR 93 EDC BUSINESS PARK TO SANDRA ENTERPRISE INC., OF PORT ARTHUR, TEXAS WHEREAS, on February 22, 2005 the Board of Directors of the Port Arthur Section 4A Economic Development Corporation approved the bid for landscape maintenance at the EDC Business Park to Sandra Enterprise Inc., in the amount of $40, 000 per year for a three (3) year period not to exceed a total cost of $120, 000, and, WHEREAS, the City's Purchasing Coordinator and EDC representative has reviewed all bids submitted for this project and recommends awarding the contract for landscape maintenance to Sandra Enterprise Inc., as the lowest bid with the best value over a three (3) year period and, WHEREAS, pursuant to Section 8.19 of the Bylaws, the Port Arthur Section 4A Economic Development Corporation has to submit projects to the City Council for review and approval; P.R. No. 13042 02/18/05 jb Page 2 NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. THAT the facts and opinions in the preamble are true and correct. Section 2. THAT the City Council approves the award ora bid by the City of Port Arthur Section 4A Economic Development Corporation for Landscape Maintenance at the Spur 93 EDC Business Park to Sandra Enterprise Inc., of Port Arthur, Texas as denoted in substantially the same form attached hereto as Exhibit "A". Section 3. THAT this is a three (3) year contract wherein the EDC 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. Section 4. 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 March, 2005, A.D., at a Regular Meeting of the City Council of the City of Port A~hur, Texas, by the following vote: AYES: Mayor. Councilmembers: NOES: P.R. No. 13042 02/18/05 jb Page 3 Mayor ATTEST: City Secretary APPROVED AS TO FORM: City Attorney APPROVED FOR ADMINISTRATION: City Manager APPROVED AS TO AVAILABILITY OF FUNDS: Director of Finance APPROVED FOR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION: Assistant Director of Finance Exhibit A CONTRACT FOR THE LANDSCAPE MAINTENANCE OF THE PORT ARTHUR EDC BUSINESS PARK ON SPUR 93 IN THE CITY OF PORT ARTHUR THIS AGREEMENT, made this day 1 st of March ,2005, by and between the City of Port Arthur Section 4A Economic Development Corporation, organized under the laws of the State of Texas, hereinafter called "OWNER" and Sandra Enterprises herein acting by and through Sandra Guilbeau 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 shall be from March 1, 2005 to March 1, 2008 2. The Contractor will perform landscaping, mowing and trimming and removal of litter and debris at the Port Arthur EDC Business Park 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 annual cost of $ 40,000 per year. Payment Schedule shall be eleven months at a cost of $3,333.33 and the final month at a cost of $3,333.37. 5. The EDC can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with thirty days written notice. 6. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bids c) Addenda d) General Information e) Specification f) Bid g) Notice of Award 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 ( 2 copies) each of which shall be deemed an original on the date first above written. Signed on the .__ day of 2005 ATTEST CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION BY Signed on the day of 2005 ATTEST CONTRACTOR BY