HomeMy WebLinkAboutPR 18252: EXTENSIONS UNTIL DECEMBER 31, 2014 WITH AFFORDABLE LAWN AND TRACTOR MEMORANDUM
CITY OF PORT ARTHUR
UTILITY OPERATIONS DEPARTMENT
TO: John A. Comeaux, P.E., Interim City Manager
FROM: John Tomplait, Asst. Director of Utility Operations
DATE: March 14, 2014
RE: Proposed Resolution No. 18252
COMMENTS
RECOMMENDATION
I recommend that the City Council approve Proposed Resolution No. 18252 authorizing
extensions to the contracts for Utility Operations Grounds Maintenance with Affordable Lawn
& Tractor Service, of Port Arthur, Texas, until December 31, 2014, for Group E in the not to
exceed amount of $4,050.00, and Group F in the not to exceed amount of $24,900.00.
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. This extension will allow
the Water Department to rebid all grass contracts in December of 2014, and will allow the
contracts to start at the beginning of grass cutting season.
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. 18252 authorizing
extensions of the grounds maintenance contracts with Affordable Lawn & Tractor Service
until December 31, 2014, for Group E in the not to exceed amount of $4,050.00 and Group F in
the not to exceed amount of $24,900.00
P. R. No. 18252
03/14/14 jt
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING EXTENSIONS UNTIL
DECEMBER 31, 2014 TO THE CONTRACTS WITH
AFFORDABLE LAWN AND TRACTOR OF PORT
ARTHUR, TEXAS, FOR GROUPS E AND F FOR
GROUNDS MAINTENANCE FOR THE UTILITY
OPERATIONS DEPARTMENT IN AN AMOUNT NOT
TO EXCEED $4,050.00 FOR GROUP E AND $24,900.00
FOR GROUP F. 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 13 -183, the City authorized a second and final year
of the ground maintenance contract with Affordable Lawn and Tractor for Group F; and,
WHEREAS, pursuant to Resolution No. 13 -370, the City entered into a ground
maintenance contract with Affordable Lawn & Tractor for Group E for one year with the option
to renew for one additional year; and,
WHEREAS, the City fmds it necessary to extend the existing contracts until December
31, 2014.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
THAT, the facts and opinions of the preamble are true and correct.
THAT, City Manager of the City of Port Arthur is hereby authorized to extend the
contracts until December 31, 2014 between the CITY OF PORT ARTHUR and AFFORDABLE
LAWN & TRACTOR SERVICE, of Port Arthur, Texas, for grounds maintenance for the Utility
Operations Department for Group E in an amount not to exceed $4,050.00, and Group F in an
amount not to exceed $24,900.00.
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.
P. R. No. 18252
Page 2 of 3
THAT, an authorized representative of Affordable Lawn and Tractor will sign this
resolution agreeing to the terms.
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
2014 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:
Sherri Bellard, City Secretary
APPROVED AS 0 FORM:
`! 1` I S
Valecia Tizeno ( Att •� f ey
P. R. No. 18252
Page 3 of 3
APPROVED FOR ADMINISTRATION:
John A. Comeaux, P.E., Interim City Manager
Per_ J
•
Jo A. Tomplait, Shawna Tubbs, CPPO, CPPB
Assistant Director of Utility Operations Purchasing Manager
APPROVED AS TO AVAILABILITY
OF FUNDS:
1 ,411-6 2, 4,/e1 f 2
Deborah Echols, Director of finance
Account No. 410- 1255 - 532.59 -00
Agreed to:
Affordable Lawn & Tractor
By:
Print Name:
Title: