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Home My WebLink AboutPR 17640: CONTRACT WITH AFFORDABLE LAWN & TRACTOR FOR GROUNDS MAINTENANCE FOR UTILITY OPERATIONS MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: Floyd T. Johnson, City Manager FROM: Kelly Eldridge, Director of Utility Operations )(6/d � DATE: April 2, 2013 RE: Proposed Resolution No. 17640 COMMENTS RECOMMENDATION , I recommend that the City 'Council approve Proposed Resolution No. 17640 authorizing the second and final year of cinitract for Utility Operations Grounds Maintenance for Group F to Affordable Lawn & Trador Service, of Port Arthur, Texas in an amount not to exceed $24,900. 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. Group F is our largest group, and includes our larger plants and the Utilities Service Center & Warehouse. We received seven (7) responsive bids on January 25, 2012. Last year, the lowest bid meeting the requirements of the advertised specifications for Group F was from Affordable Lawn & Tractor Service, of Port Arthur, Texas and a contract was authorized by Resolution No. 12 -114. BUDGET/FISCAL EFFECT 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. 17640. P. R. No. 17640 04/02/13 RESOLUTION NO. A RESOLUTION AUTHORIZING THE SECOND AND FINAL YEAR OF A CONTRACT FOR GROUNDS MAINTENANCE, FOR GROUP F FOR THE UTILITY OPERATIONS DEPARTMENT WITH AFFORDABLE LAWN & TRACTOR SERVICE, OF PORT ARTHUR, TEXAS, IN AN AMOUNT NOT TO EXCEED $24,900. 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, pursuant to Resolution No. 12 -114, the City of Port Arthur entered into a Grounds Maintenance Contract for Group F with Affordable Lawn & Tractor Service for one year with the option to renew for one additional year; and; WHEREAS, the City Council of the City of Port Arthur desires to renew the contract with Affordable Lawn & Tractor Service, of Port Arthur, Texas; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Council of the City of Port Arthur hereby authorizes the renewal of the existing contract with Affordable Lawn & Tractor Service, of Port Arthur, Texas, for a not to exceed amount of $24,900; and, THAT, 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 ten days written notice; and, THAT, an authorized representative of Affordable Lawn & Tractor Service will sign this Resolution agreeing to the terms thereof; and, THAT a copy of the caption of this resolution be spread upon the minutes of the City Council. P. R. No. 17640 04/02/13 Page 2 of 2 READ, ADOPTED AND APPROVED THIS day of 2013 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: APPROVED AS TO FORM: Sherri Bellard V izeno City Secretary City Attorney s al APPROVED FOR ADMINISTRATION: o b Floyd T. Johnson Ross Blackketter, P.E. City Manager Director of Public Works ) a4 fid -L3 Kelly E1ddge O Shawna Tubbs, CPPO, CPPB Director of Utilities Purchasing Manager APPROVED AS TO AVAILABILITY AGREED TO: OF FUNDS: 1I D eborah Echols Affordable Lawn & Tractor Service Director of Finance Account No. 410-1255-532.59-00 g1/1 AtiAregP-4/4"1/4i- RECEIVED 04/11/2013 14 4099838294 PUBLIC WORKS • 04/11/2013 14:22 409 - 983 -8558 SERVICE CENTER PAGE 01/03 AFFORDABLE LAWN AND TRACER SERVICE 2301 Ilighway 73 cart Artbur, T , 71640 (409)736-0505 or (409)548 -2382 4035 CITY 01- ARTI Lai LI'1 , `bI'E.R w ATI' it1‘: MAR 1 1 Z013 March 5, 013' REcttovED SERVICE ck.l TER provided to the City of Port Arthur This invoice is fair the lawn F. All of the these Properties To the following properties . and lots and sidewalks blown where mowed, and weed trimmed, Present on the property. Name Location Date ,..j. l .s w atex Utilities Service Center 111 II.O. Nils March 4, 2013 6400 Proctor St Ext, Maroh 5, 2013 ,.)t Main � Bch 5, 2013 t� Part Acres ' s TO Hwy.365 & Rodair Gully CO-- Old Water Purification Plant 1401 19 Street March 5, 2013 0- New Water Purification Plant 110 H.U. Mills Blvd. march 4, 2013 { -Old Water Treatment Plant 2200 Block Norma March 4, 2013 Total Amount for Group F _ llo r 0 gsj - S33. 5q-00 ..- joh(1 L RECEIVED 04/11/2013 14•29 4099838294 PUBLIC WORKS 04/11/2013 14:22 409 - 983 -8558 SERVICE CENTER PAGE 02/03 AFFORDABLE E AND R S 2301 Newsy 73 Port Arthur, Texas, 7764 (409)736-050 or (�)54$ CITY OF PORT ARTHUR 4036 UTILITY OPF;RATIONS w:ATERJSEW F R MAR 18 2013 /March 15, 2013. RECEIVED SERVICE CENTER dead to the City of Port Arthur This invoice is for the lawn. maintenance 1� of the these properties the following properties listed as Group Were mowed, and weed trimmed, and lots and sidewalks blown where Present on the per'. Location Date Nam — 111 H.O. A ils March 15, 2013 eater.' Utilities Service Center Main WWTP 6400 Proctor St. Bxt, March 13, 2013 I Port Acres II' I vvy.365 &. R0dair Gully Match 14, 2013 c?" Old Water Purification Plant 1401 19' Street March 14, 2013 New Water Futi fication Plant 110 H.O. Mills Blvd March 15, 2013 Block Norma March 14, 2013 Old Water Treatment Plant 2200 R • Total Amount for Group F $ 2 5.00 1 D_1 55 . x . - . RECEIVED 04/11/2013 14:29 4099838294 PUBLIC WORKS 04/11/2013 14:22 409-983-8558 SERVICE CENTER PAGE 03/03 . e , A d9" At i § ., • t A.,.. t icilill. les• •.! • - o 0 4 i.: 0 •ri- g t A 4A. 2 C4 -.3 E 4) tf, 0 oi Z - 1 i 111111 0 .a 0. ce. 0 .re li = u., 0•1 . ci. 0 . ..,• . •_ ••• •.. . , -„s,... .... .. - ... , .. .,..,, . -7 . .. • . ;, • 1...., : .. ••:-gi-.•:•: ...-A • - , , u .• .. -:, : -.•'..-. i ,.•,,, • ,44' . .. .. :',' ,•: r '11 '..'.' :, - : .. .4 '''. • ..• Itt. , .....S. • ' . . . ... . , .. . . . ...,.• -91 .04.... • 2 .• :. . . ,,i;,::::-.::rs", .: F.: .• . . t.t'.:1 • . .. 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