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Home My WebLink AboutPR 11635: MOWING CONTRACTSTO: FROM: DATE: RE: CITY OF PORT ARTHUR Parks and Recreation MEMORANDUM Stephen B. Fitzgibbons, City Manager Dr. Albert T. Thigpen, Assistant Director of Human Resources~~ January 29, 2002 Adoption of Proposed Resolution No. 11635 renewing mowing contract for Fiscal Year 2002 with mowing contractors: M.D. Arena ($35,344.00), Sandra G. Guilbeau Enterprises ($3,888.00), and Hauck ($8,512.00), for FY 2002. COMMENTS RECOMMENDATION: I recommend that the City Council adopt proposed Resolution No. 11635, which authorizes the renewal (rollover) of the City's existing mowing contracts for the mowing of City properties parks and right-of-ways with the modification that the "cuts" required in January and February be eliminated. Bio Energy Landscape and Maintenance, Inc. has requested we not renew their contract due to their increased cost, especially resulting from sending their crews from Houston, TX. BACKGROUND: The bid specifications of the mowing contracts for the City's and right-of-ways previously approved by City Council per Resolution No. 99-270 included a renewal option. The City is exercising its right to renew the contract for a third year. The City does not expect to require cuts in January, and February, due to the limited, near zero, growth in these months. BUDETARYIFISCAL EFFECT: The estimated cost of these contracts, $47,744.00. Funds are available in the FY 2002 budget. Mowing Contracts CAM January 29, 2002 Page 2 EMPLOYEE/STAFF EFFECT: Adoption of this proposed resolution would have no impact on staffing levels. SUMMARY: I recommend that the City Council adopt proposed Resolution No. 11635, which authorizes the renewal of the City's existing mowing contracts for the mowing of various City properties, parks, and right-of-ways with the modification that the "cuts" required in January and February are eliminated. RESOLUTION NO. P. IL # 11635 O1/23/2002-klb A RESOLUTION RENEWING MOWING CONTRACTS BETWEEN THE CITY OF PORT ARTHUR AND M.D. ARENA FOR GROUPS "A, C, D AND G" IN THE AMOUNT NOT TO EXCEED $35,344.00; SANDRA J. GUILBEAU ENTERPRISES FOR GROUP "E" NOT TO EXCEED $3,888.00; HAUCK FOR GROUP "F" IN THE AMOUNT NOT TO EXCEED $8,512.00; SAID ANNUAL CONTRACTS ARE FOR MOWING VARIOUS CITY PROPERTIES, PARKS AND RIGHT-OF-WAYS IN THE CITY; ESTIMATED ANNUAL COST $47,744.00. PROPOSED FUNDING: PARKS DIVISION FY 2002 BUDGET ACCOUNT NO. 001-1207-531.31-00. 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 renewing mowing contracts, based on a mowing fi'equeney as follows: Zero/None in January or February; and one (1) per month in March, November and December; two (2) cuts in April, May, June, August, September and October; three (3) cuts in July for a total of eighteen (18) cuts, to the lowest and best responsible bidders in accordance with Exhibit THAT the City Manager of the City of Port Arthur be and is hereby authorized to renew mowing contracts for the Parks Division on various City property, Parks and right- of-ways in the City of Port Arthur, Texas, copies of said contracts being incorporated by reference as Exhibit "B', "C', and "D' with a complete copy of each being available for review in the office of the City Secretary; and, P. R. #11635 01/31/02-mm Page 2 THAT said Contracts are exact duplicates of a City standard form contract, a copy of which is hereby incorporated by reference, except for the changes described in the Certificate of Standard Form, a copy of which is attached hereto and made a part hereof as Exhibit "E", and said changes are hereby approved; and, THAT funding is available in the Parks & Recreation Division FY 2002 Budget Account No. 001-1207-531.31-00; and, THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED THIS the day of , A.D., 2002, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: Ayes: Noes: Mayor P. R. # 11635 01/23/2002 klb Page 3 ATTEST: City Secretary or Assistant Secretary APPROVED AS TO FORM: City Attorney APPROVED FOR ADMINISTRATION: City Manager Director o f Parks and Recreat ion APPROVED AS TO AVAILABITY OF FUNDS: Director of Finance P.R.#11635 01/23/2002 klb Page 4 AGREED TO: M. D. ARENA AGREED TO: SANDRA J. GUILBEAU ENTERPRISES AGREED TO: HAUCK EXHIBIT "A" P. R.#11635 EXHIBIT"A" Contractor Previous Scheduled Cuts (10 Months-18 cuts-2001) Proposed Scheduled Cuts (10 Months-18 cuts-2002) M. D. Arena Groups A, C, D, and G Exhibit "B' $35,344 $35,344 Sandra Guilbeau Enterprises - Group E Exhibit "C' $3,888 $3,888 Hauck Enterprises, Inc. $8,512 Gmup F $47,744 Exhibit "D" $8,512 $47,744 NOTE: The City is exercising its option to rollover the existing contracts for the third year with one modification, the single cuttings previously required in each contract for the months of January and February are eliminated. EXHIBIT "A-2" Exhibits "B" P.R. #11635 01/23/2002 klb EXHIBITS "B-D" ORIGINALS OF EXHIBITS "B", "C", AND "D" CONTRACTS FOR MOWING ARE AVAILABLE IN THE CITY SECRETARY'S OFFICE FOR REVIEW. (City o[ Pod Ar tl',ur] (L~w Oepartmenl} (Required Facto} (7/o/o0) ( ~ o/5/o0) (3/15/9o) (p.2 Revi`sed 0118/00) EXI-IIBIT"~" CE[{TIFICATE OF STANDARD FORM CONTI~ACT /"OR LAW DEPARTMENT REVIEW AND CITY COUNCIL AGENDA l certify that the contract (bereinalter c~lted 'aei~ contract') al[ixed to the attaclled plopo.~ed City CounciJ Resolution . No. i= an exact duplicate el an applicable standard Iorm contract (the litle el which k ~llOWq below} previoualy approved by the L~w depa,'lment and adopled a.'; a standard Iorm by City Council Resolution, except lot blnnk`s that I'ir~.ve been filled in with ali necessary inlormalion and except Jar Ibp cbanges described below. l'be title et the applicable stc,.nda:d torn3 contract is: Non-Fede,'al[y Funded Conslruc[ion Contract, Flevi.sed 1/5/80, 7/09,'0/09 Fedora[ - Profe`s.sio}~al Service.~ - Engineering Contr..ct, RevL~cd 1/5/00; 5/00 (§10} 7/8g/(§9) Non-Feder~J - Prole`ssion~] Gelvices - Engineedno Conlrncl, Revi`sed 1/5/80, 5/09(§10), 7/09{§0}, ,I/91 CDDG - Protes~ion~l Service= - Engineering Contract, Revised 1/5/08, 5.109 (§10), 7/09(§0) Federal. Prole`s.~iona[ Service= - Non-Engineering (Consullanl) Contract, Revised 1/5/08, 5/0g(§t0), Non-Federal - Pro[Do-=lena[ Service`s - Non-Engineering (Consultant} ~ontr~ct, Revised 1/5/~D, 5/09(§10), 7/o9(§o), CDDG - Ploles.sional .se~'vice.s; Non-Engineering {Con~sul[ant} Con[tact, Revised 1/5/80, 5/00(§10), Oilier St~,ndard Form Certify, ct, described ~ [ol[ow.~: The char, gas are o.~ {ollow.~: (Pul ~n 'X" in tbe appropriate { ]) [XJ None. [ J Tile Ioll0wing de.scribed provLsion.~ al the indicated page, ,section, etc. el tile .standard term [)ave been deleted [tom .said 'i;onlr ecl: DELETIONS Page Number Section or Paragraph No. Subsection or Where and Caption Subparagraph No. Deleted Provision Which and Cepi[on I$ Contain= Prov[.~Jon Which Contains Provision Description o~ Found On S{ondnrd Form aerated From Fom] Oeleled From Form Pmvi~ion Dolnled Page 1 o{ 2 {p.~ fl~vis~d Oil O/gO) (Cellilic~te o[ St~nd~rd Fom~ Colmocl. p~ge 2) [ ) The Ioflo',ving described provi=sions ct the indicaled page, =secli~r,, tlc. o[ tho =standard lmm hL',Ve been modified, re )laced or otlmrWi=se cimnged: ALTFtlATIONS, ~IODIFICATIONS, flEPL~CEMENTS, ETC.. Sub § or Sub I[ No. Page No. § or i[ No. & Caption & Cnptlon 'Oe=scripUon Where o[ ol el P~ovi=sion Found S[m~,dard Form Standard Form Provisim~ i ' on which which In I"nUe § & capilon sub § Z.. cai]Lion. which nlie~ed, otc. provi~ion; DoscdptJon oJ AlJorldloll The toflowing provisions I'mve been ~dded to Said Contract: Page~ Section and Caption Sul~seclion and Caption, etc. a[ said Conj,:act Which Contains I~ln Added Provir, lon nnd Description T}~eroof I tudl~er cattily that =sgid attached proposed City Council Resolution contain~ tho tallowing i~rovision: 'Thai =s~id contract Is ~n. exact dupJic~le el ~ City Standard Form Contract except Jar the chm~ge= CotUfic~te o[ Signaled Form Contr~c[. ~ copy el which Is dJt~ched hereto ~ ~Ibit."B* ~nd i~ hereby incorporated by relerence, m~d =sial chm~ge= are hereby approved.' ' I understand that this certi[icn e will bo relied on by the ~w Department in reviewing and npp~ovied Car rujeclinu) a= 1o Iorm m~d by the CiI~ g?ncil in reviewing and adopting (or rejecting) =said ResolulJon and ' Conl~acL Signed thi=s day o[ ,19 ' . Depertn'~n[ Head or AssJ=s tlm[ CRy