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Home My WebLink AboutPR 18164: ONE YEAR CONTACT WITH AFFORDABLE LAWN AND TRACTOR SERVICE, GRASS CUTTING x Memorandum City of Port Arthur, Texas Civic Center Department TO: John A. Comeaux, P.E., Interim City Manager FROM: Adam J. Saunders, Civic Center Director DATE: 2/11/14 SUBJECT: Proposed Resolution No. 18164 RECOMMENDATION / The Civic Center request the City Council's authorization and approval to enter into a one year contract, with an option to renew for one additional one year period, with Affordable Lawn and Tractor Service of Port Arthur, Texas, for grass cutting services at the Civic Center Department buildings for an amount not to exceed $14,500.00 per year. The services will be grass cutting, trimming and edging, weeding all landscaped areas, and pruning and trimming shrubbery. Quotes were received by 10 companies and are listed in Exhibit "A ". BUDGETARY AND FISCAL EFFECT Charge to Account Number 001 -1061- 518.31 -00. STAFFING EFFECT None SUMMARY The Civic Center request the City Council's authorization and approval to enter into a contract between the City of Port Arthur and Affordable Lawn and Tractor Service of Port Arthur, Texas, for grass cutting services at the Civic Center Department buildings for an amount not to exceed $14,500.00 per year. P. R. NO. 18164 2/12/14 AJS PAGE 1 RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A ONE (1) YEAR CONTRACT BETWEEN CITY OF PORT ARTHUR AND AFFORDABLE LAWN AND TRACTOR SERVICE OF PORT ARTHUR, TEXAS, FOR GRASS CUTTING SERVICES AT THE CIVIC CENTER DEPARTMENT BUILDINGS, IN AN AMOUNT NOT TO EXCEED $14,500.00 PER YEAR; FUNDING AVAILABLE IN ACCOUNT NO. 001- 1061- 518.31 -00 WHEREAS, the Purchasing Department solicited quotes from fifteen (15) different vendors, with nine (9) Port Arthur vendors providing this service; and, WHEREAS, a copy of the bid tabulation is attached hereto as Exhibit "A "; and, WHEREAS, Affordable Lawn and Tractor Service, of Port Arthur, Texas, was the lowest and most responsible bidder; and, WHEREAS, this is a one (1) year contract, with an option to renew for one (1) additional one -year period. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the Interim City Manager is hereby authorized to execute a one (1) year contract, with an option to renew for one (1) additional one -year period, with Affordable Lawn and Tractor Service of Port Arthur, Texas, in substantially the same form as attached as Exhibit `B ", to provide grass cutting services at the Civic Center Department buildings in an amount not to exceed $14,500.00 per year. THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P. R. NO. 18164 2/12/14 AJS PAGE 2 READ, ADOPTED, AND APPROVED, this day of February, 2014, AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following Vote: AYES: • Mayor: Councilmembers: NOES: Mayor ATTEST: Sherri Bellard, City Secretary APPROVE AS TO FORM: Valecia Ti eno, ity Attorney APPROVED FOR ADMINISTRATION: John A. Comeaux, P.E., Interim City Manager P. R. NO. 18164 2/12/14 AJS PAGE 3 APPROVED AS TO AVAILABILITY OF FUNDS: • Deborah Echols, Finance Director ,tA Lt .6. AIL) Shawna Tubbs, Purchasing Coordinator EXHIBIT "A" ,Or11 CITY OF PORT ARTHUR TEXAS :* .� :: Bid Tabulation Cur r f �; , . 0 ', I - % ;;; The Mowing of the Robert A "Bob" Bowers Civic Center, Ryman Bldg., nrr rtl\rtu the Department Club, the Barker Bldg. and Old Fire Station 7i '''"` OPENING DATE: February 10, 2014 Name of Bidder Affordable Lawn & T & S Lawn Care Excellent Yard Care Tractor Service Kilgore Industrial Mooreland Management Item # Description Cost per cut Cost per cut Cost per cut Cost per cut Cost per cut 1. Mowing the Civic Center $400.00 $250.00 $200.00 $426.00 $125.00 Option A Spraying of Weeds N/A N/A N/A $320.00 $0 Option 13 Removal of Weeds $50.00 Free $10.00 $426.00 $0 2. Ryman Bldg. $50.00 $45.00 $25.00 $80.00 $75.00 3. The Department Club $75.00 $100.00 $60.00 $214.00 $50.00 4. Old Fire Station $65.00 $70.00 $30.00 $80.00 $50.00 5. The Barker Bldg. $25.00 Free $15.00 $54.00 $50.00 Total $665.00 $465.00 $340.00 $1,600.00 $350.00 Location Port Arthur, TX Port Arthur, TX _ Port Arthur, TX Port Arthur, TX Hackberry , LA Name of Bidder U.B. Construction South East Texas Lawn & Services Ed Lawn Service Dixon Lawn Service Texas Best, LLC Maintenance Item # Description Cost per cut Cost per cut Cost per cut Cost per cut Cost per cut 1. Mowing the Civic Center $385.00 $525.00 $190.00 $650.00 $400.00 Option A Spraying of Weeds N/A N/A N/A N/A N/A Option 13 Removal of Weeds $100.00 $50.00 * $160.00 $10.00 2. Ryman Bldg. $40.00 $40.00 $30.00 $90.00 $75.00 3. The Department Club $40.00 $60.00 $60.00 $175.00 $100.00 4. Old Fire Station $40.00 $50.00 $45.00 $60.00 $40.00 5. The Barker Bldg. free $25.00 $20.00 $20.00 $15.00 Total $605.00 $750.00 $345.00 $1,155.00 $640.00 Location _ Port Arthur, TX Port Arthur, TX Port Arthur, TX Port Neches, TX Beaumont, TX * Included in price number 1 • I t , . 4ri1 W I . I C2l `I 4 Y. enda Scypion- Goudeaux, Purchasing Assistant Date EXHIBIT "B" CONTRACT FOR THE GRASS CUTTING SERVICES FOR THE CIVIC CENTER DEPARTMENT BUILDINGS IN THE CITY OF PORT ARTHUR THIS AGREEMENT, made this day of , 2014, 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 Affordable Lawn and Tractor Service of Port Arthur, Texas, a(n) Individual, firm, partnership or corporation herein acting by and through 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 for one year from the date of execution of the contract and the Notice to Proceed, with the option to renew for one (1) additional year. The City can terminate this contract at its convenience which includes, but not limited to, funding being available in any budget cycle with 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. 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 sum not to exceed $14,500.00 per year. 5. The term "Contract Documents" means and includes the following: 1) Agreement 2) Advertisement for Bids 3) Addenda 4) General Information 5) Specification 6) Bid 7) Notice of Award 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 and agreed on the day of , 2014. CONTRACTOR: AFFORDABLE LAWN AND TRACTOR SERVICE (Contractor's Signature) Print Name: Print Title: Signed on this the day of , 2014. OWNER: CITY OF PORT ARTHUR By: John A. Comeaux, P.E. Interim City Manager P.O. Box 1089 Port Arthur, TX 77641 -1089 DELOR.IS "BOBBIE" PRINCE, MAYOR f JOHN A. COMEAUX, P.E. ROBERT E. `BOB" WILLIAMSON, MAYOR PRO TEM \ , ACTING CITY MANAGER 7 Ctn. COUNCIL MEMBERS: City of .'. SHERRI BELLARD CITY SECRETARY RAYMOND SCOTT, JR, ELIZABETH "LIZ" SEGLER MORRIS ALBRIGHT, .II.I O !' l T't 11 t� vAL TlZENO ROBERT TROY . CITY ATTORNEY WILLIE "BAE" LEWIS, JR. Texas DERRICK FREEMAN KERRY "TWIN" THOMAS February 11, 2014 Adam Saunders Civic Center Director RE: Quote — The Mowing of the Robert A "Bob" Bowers Civic Center, Ryman Bldg., the Department Club, the Barker Bldg. and Old Fire Station On February 10, 2014, we received ten (10) quotes for the above referenced quote. The low quote was submitted by Affordable Lawn and Tractor Service in the amount of $340.00 per cut, this amount includes mowing of the Civic Center, removal of weeds, mowing of the Ryman Bldg., mowing of the Department Club, mowing of the Old Fire station on Memorial and The Barker Bldg. Our evaluation of the experience and reputation of Affordable Lawn and Tractor Service indicates that they are capable of completing the work required. Therefore, we recommend the award of a contract for The Mowing of the Robert A "Bob" Bowers Civic Center, Ryman Bldg., the Department Club, the Barker Bldg. and Old Fire Station to Affordable Lawn and Tractor in the amount of $340.00 per cut. The original quote, quotes received, and tabulation are included for your review. Y landa Scypion- Goudea x Purchasing Assistant Purchasing Division /Finance Department I Purchasing Manager, Shawna Tubbs P.O. Box 1089 I 444 4(h Street! Port Arthur, Texas 77641 1 4 j Fax 409.983.829:1 0 -74 ort rtfiu Tears Purchasing Division 444 4 Street 2 Floor Port Arthur, Texas (409) 983 -8160 Today's Date: February 11, 2014 No Advertisement Dates. Fifteen (15) quotes were, a -mailed or downloaded. Nine (9) Port Arthur vendors provide this service. Attached is the bid tabulation & copies of the bids for: THE MOWING OF THE ROBERT A "BOB BOWERS CIVIC CENTER, RYMAN BLDG., THE DEPARTMENT CLUB, THE BARKER BLDG., AND OLD FIRE STATION Bid Opening Date: February 10, 2014 Shawna Tubbs, shawna(portarthur.net (409) 983 -8160 Purchasing Manager Clifton Williams, cwilliams (409) 983 -8161 Senior Purchasing Assistant Yolanda Scypion, volandaQnortarthur.net (409) 983 -8177 Purchasing Assistant Carolyn Kimball, ourchasine (409) 983 -8160 Purchasing Secretary . CITY OF PORT ARTHUR, TEXAS • or! ihar -' ADDENDUM NO. ONE (1) February 7, 2014 Bid Proposal For: The mowing of the Robert A `Bob" Bowers Civic Center, Ryman Bldg., the Department Club, the Barker Bldg. and Old Fire Station. The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows: 1. Contractor will not cut in January. 2. Only one contractor will be awarded this contract. 3. You must submit a quote for all items excluding spraying, if contractor does not submit a quote for all items required the quote will be disqualified. 4. Please acknowledge receipt of this addendum, and submit with quote. If you have any questions, please contact the Purchasing Division at 409 - 983 -8160. NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCUMENTS. ..011 #. o ,14)1,06Lctiti ✓ landa cypion - Goudea Purchasing Assistant J(0 (iq' i gn a ;: - of" •poser Date Page 1 of l CITY OF PORT ARTHUR . f QUOTE SHEET cit of - \ /: ;; .:,, \? (Specifications are attached) VA rthu �r"�� Texas Date of Request: February 4, 2014 Department Requesting Quote: Civic Center Services Needed: The mowing of the Robert A . Bob" Bowers Civic Center, Ryman Bldg., the Department Club, the Barker Bldg. and Old Fire Station Quote Due Date & Time: Monday, February 10, 2014 by 10:00 A.M. Mandatory Pre -Bid Date: Thursday, February 6, 2014 @ 2:00 P.M. @ 3401 Cultural Drive Port • Arthur, TX 77642 Delivery: Quotes are to be faxed to (409) 983 -8291, E- mailed to volandaaportarthur.net Delivered to the Purchasing Div., 2 floor, City Hall. Questions, Please contact Yolanda Scypion- Ooudeaux, Purchasing Asst, (409) 983 -8160 Item # Description (� Price per Cut 1. Mowing the Civic Center $ avo {� , V0 Option A Spraying of Weeds $ Yl ih Option B Removal of Weeds $ 1 VA 2. Ryman Bldg. $5.0 • 3. The Department Club $ 100.1) 4. Old Fire Station on Memorial $ 3Q• D 5 1 The Barker Bldg. $ 15 • � �[� � dam L41AJiEG .t3C 1''% -altar- „ILA' .�.( +._ . Company Name Si . re tiM 2314 - D505 La C r - i -�1toD Print Name Phone ` 3Di , iL L)a1 3 Fax t*' t,. ` 1 resit s - Y1 Ip (TD (L D yl i ekri 3444 tOc_<hU. c:,.. City State, Zip j E -mail N --at 14 Shawna Tubb t;YPO, CPPB, Purchasing Manager Date Page 1 of 13 • Specifications For The Mowing of the Robert A "Bob" Bowers Civic Center, Ryman Building, the Department Club, the Barker Bldg and Fire Station Location of Properties: 1. The Robert A `Bob" Bowers Civic Center is located at 3401 Cultural Center Drive. • 2. The Ryman Building is located at 3248 39 Street. 3. The Department Club is located at 1924 Lakeshore Drive. 4. The Barker Bldg. is located at 649 Stadium. 5. The Fire Station is Located at 3300 Memorial Blvd. Scone of Work: The contractor shall furnish all supervision, labor, materials, machinery, tools, equipment, fuel, and service, to perform and complete all work in an efficient and workmanlike manner as specified in the following: Specification for Mowing of Various City Properties: 1. Schedule for the cuts is Attachment "A" on page 7. No cutting in December 2. All litter and debris shall be picked up prior to mowing and then immediately following the actual mowing and trimming. This is to retrieve any litter missed the first time and cut into smaller pieces by the mower. 3. Litter and debris shall be disposed of properly, off site, at the Contractor's expense. 4. Litter and debris shall be defined as an object not intentionally placed at project site for a specific purpose. This shall include but not be limited to paper, wrappers, cans, bottles, building materials, disposable diapers and cigarette butts found on the grounds and all objects found in trash receptacles. This shall also include items produced from a maintenance task such as mowing and/or landscaping. 5. Flower beds under the Pavilion at the Civic Center are included with the pruning and trimming schedule. 6: Sweep or blow clean all sidewalks and/or concrete areas affected by work. No grass clippings shall be placed or blown into City's Drainage Culverts or in the street. 7. Contactor shall neatly trim (cut and/or using a weed - eater), along sidewalks, curbs trim around poles, signs, and structures, etc. 8. Parking lot and concreted areas, weeds, grass and poison ivy breaking through pavement shall be controlled with approved contact herbicide sprays and/or manual weeding as required. 9. Option A.- Requires spraying weeds in the parking lot and around all sidewalks. 10. Option B- requires removal of weeds in the parking lot and around all sidewalks. Page 4 of 13 • 11. Proof of current llceno.. to spray must be provided with th.... .3id documents if your company is dying. 12. Contractors will be responsible for any damages to City properties and/or structures. 13. Ruts caused by contractor's equipment shall be filled at contractor's expense. 14. Time extension may be granted due to inclement weather or other act of nature only when contractor request for such extension is submitted to the City's representative. This Contract will terminate .approximately twelve (12) months from date of execution with the option to renew one (1) additional year. 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 thirty (30) days written notice. A A., *it 4 6 Signature f Bi . der Date • Page 5 of 13 • ATTACHMENT "A" SCHEDULE OF CUTS THE MOWING OF THE ROBERTA "BOB" BOWERS CIVIC CENTER, RYMANBUILl7ING, THE DEPARTMENT CLUB, FIRE STATION AND THE BARKER CENTER Civic Center, Fire Station & The Department Club The Ryman Bldg. & The Barker Center • Weed All Month Cut Grass Trim & Edge Landscaped Shrubbery Cut Grass Trim& Edge Shrubbery areas Feb 2 time/mo 1 timelmo 1 time /mo 1 timelmo March 1 timelmo 1 timelmo 1 timelmo 1 timelmo April 3 timelmo 2 timelmo 2 timelmo Prune & Trim 2 timelmo 1 timelmo Prune & Trim May 4 timelmo 3 timelmo 2 timelmo 3 timelmo 2 timelmo June 1 time/week 1 time /week 2 timelmo 1 timelweek 2 timelmo July 1 time/week 1 time /week 2 timelmo 1 time /week 2 timelmo Aug 1 time/Week 1 time/week 2 timelmo Prune & Trim 1 time /week 2 timelmo Prune & Trim Sept 1 time/Week 1 time/week 2 timelmo 3 time/mo 2 timelmo Oct 1 time/week 1 time/week 2 time/mo 3 time/mo 1 timelmo Nov 3 timelmo 2 timelmo 1 timelmo 1 timelmo Dec 1 timelmo 1 timelmo 1 timelmo 1 timelmo Four possible floating cuts per building excluding the Barker Center. cz= igna • of T. der Date ` Page 6of13 • AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: V I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. 11,04.6h to, Li/01.104.c r -- cam' / Firm Name Date 1 01.0,0.)— Autho 9i ed S a ature Title L �n1$2 LlOyc( elk _co\ (gb Name (please print) Telephone 1. D Ewa 1 • . • STATE: �� 4 S COUNTY: "S P.c-c es f `w SUBSCRIBED AND SWORN to before me by the above named L1 N d k, Cls G1ft on this da of `� O ZO - *yaws STATEOFTOMS Ni ' blic vdiwa Maas 10402017 RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL Pagel of 13 CONFLICT OF INTE' ` :ST QUESTIONNAIRE FORM CIQ For Vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80 Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship �. as defined by Section 176.001 (1•a) with a local governmental entity and the person meets requirements under Section 176.006 (a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7 business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person lmowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1. Name of person who has a business relationship with local governmental entity. 2. I I Check this box if you are filing an update to apreviously'filed questionnaire. f I (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than 7 business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Name of a local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C, & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001 (I-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes ❑ No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in tbis section AND the taxable income is not received from the local governmental entity? ❑ Yes ❑ No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government Officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes t l No D. Describe each employment or business relationship with the local government officer named in this section. 4. Signature of person doing business with the governmental entity Date Page 8of13