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04-C Grounds Maint 2 - GloverDRAFT F:~Attorney~ALICEkRESWORK\CURRENT\Grounds Maint Agr - Award Bid Res 2 - Glover. wpd June 13, 2003 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS, AWARDING THE BID AND AUTHORIZING THE EXECUTION OF A CONTRACT FOR THE FURNISHING AND DELIVERY OF LABOR, MATERIALS, AND EQUIPMENT AND FOR PERFORMING ALL WORK REQUIRED FOR GROUNDS MAINTENANCE (MOWING) ON CITY OF PARIS PARKS AND FACILITIES; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Paris did heretofore, on the 8th day of May, 2003, in Resolution No. 2003-077, authorize the City staff to advertise for bids for furnishing labor, materials, and equipment and for performing all work required for grounds maintenance (mowing) on City of Paris parks and facilities, which bids were received until 3:00 o'clock p.m., Tuesday, May 20, 2003; and, WHEREAS, the best bid for such grounds maintenance was made by Glover Lawn Maintenance, P. O. Box 30415, Paris, Texas 75461, and it should be awarded the bid for such services; and, WHEREAS, the form of the contract for such services, attached hereto as Exhibit A, should, in all things, be approved, and the Mayor should be authorized to execute the same; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 3. That the bid of Glover Lawn Maintenance, for furnishing labor, materials, and equipment and for performing all work required for grounds maintenance (mowing) on City of Paris parks and facilities, in the amount of $38,047.50, is hereby accepted and let conditioned upon said contractor meeting all of the terms and specifications included in the bid documents. Section 4. That the Mayor be, and he is hereby, authorized and directed to execute, on behalf of the City of Paris, the contract with glover lawn Maintenance for grounds maintenance (mowing) on City of Paris parks and facilities, under the terms and conditions and in the form shown in Exhibit A, attached hereto. Section 5. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 16th day of June, 2003. Curtis Fendley, Mayor ATTEST: Mattie Cunningham, City Clerk APPROVED AS TO FORM: Larry W. Schenk, City Attorney AGREEMENT FOR GROUNDS MAINTENANCE STATE OF TEXAS § COUNTY OF LAMAR § KNOW ALL MEN BY THESE PRESENTS: THAT, the CITY OF PARIS, PARIS, TEXAS, a municipal corporation, by and through its Mayor, Curtis Fendley, duly authorized, hereinafter called CITY, and GREGORY F. GLOVER d/b/a GLOVER LAWN MAINTENANCE, hereinafter called CONTRACTOR, do hereby contract and agree as follows: CONTRACTOR agrees to provide grounds maintenance in accordance with the specifications attached hereto as Exhibit A, together with those which may be issued as supplements thereof. That, in consideration of the faithful compliance with the terms and conditions of this Agreement, the CITY shall pay to the CONTRACTOR, at the times and in the manner provided in said specification, the total sum of Thirty-Eight Thousand and no/100 Dollars ($38,047.50) per year, in twelve (12) equal monthly installments of $3,170.62 each, which sum is subject, however, to increase or decrease in such proportion as the quantities named in said proposal are so changed. That this contract shall be for a term of five (5) years, commencing on July 1, 2003, and ending on June 30, 2008. That the contract documents which are hereby made a part of this Agreement by the actual attachment or by this reference thereto are as follows: Exhibit A Exhibit B Exhibit C Specifications Invitation to Bid Bid Form submitted by CONTRACTOR That CONTRACTOR must, at all times during the term of this Agreement, keep and maintain in full force and effect a policy or policies of insurance, providing at least $250,000.00 per person and $500,000.00 for any single occurrence for bodily injury or death and $100,000.00 for any single occurrence for injury to or destruction of property, indemnifying all persons for any and all damages, personal injuries, or property damages sustained as the result of the negligence of CONTRACTOR, its agents, servants, or employees, and shall pay all premiums due thereon when due. It is expressly provided EXHIBIT A Page 1 of 3 that such insurance policy or policies shall and must be written and issued by a reputable insurance company or companies, with CITY as an additional insured effective while CONTRACTOR is on property owned by CITY, subject to approval by the City Attorney of the City of Paris, and CONTRACTOR or its insurance carrier or carriers shall deliver a copy of any such policies to the City Clerk of the City of Paris, 150 1st Street S.E., Paris, Texas 75460, or furnish to said City Clerk a current letter or certificate from such company or companies, evidencing the fact that such insurance is in full force and effect at all times during this Agreement, and any extensions hereof, and specifically noting thereon that CITY is an additional insured while CONTRACTOR is on property owned by CITY. All such policies shall be written so that the CITY will be notified of cancellation or of any restrictive amendment of the policies at least thirty (30) days prior to the effective date of such cancellation or amendment. Notice shall be by certified mail, return receipt requested, addressed to the CITY at the following address: City Clerk, City of Paris, P. O. Box 9037, Paris, Texas 75461-9037. CITY and CONTRACTOR have the right to unilaterally terminate this agreement at any time upon sixty (60) days written notice to the other party. CITY retains the right to terminate this agreement upon thirty (30) days written notice to CONTRACTOR for failure to perform the services required hereunder. Executed on the dates shown in the acknowledgments below. CITY OF PARIS, PARIS, TEXAS ATTEST: By: Curtis Fendley, Mayor Mattie Cunningham, City Clerk APPROVED AS TO FORM: Larry W. Schenk, City Attorney CONTRACTOR Gregory F. Glover d/b/a Glover Lawn Maintenance Page 2 of 3 STATE OF TEXAS ) COUNTY OF LAMAR ) BEFORE ME, the undersigned authority, on this day personally appeared CURTIS FENDLEY, Mayor of the City of Paris, Paris, Texas, known to me to be the person whose same is subscribed to the foregoing instrument, and acknowledged to me that he executed the same for the purposes and consideration therein expressed and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE, this 16th day of June, 2003. Notary Public, State of Texas STATE OF TEXAS COUNTY OF LAMAR BEFORE ME, the undersigned authority, on this day personally appeared GREGORY F. GLOVER d/b/a GLOVER LAWN MAINTENANCE, known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he executed the same for the purposes and consideration therein expressed. GIVEN UNDER MY HAND AND SEAL OF OFFICE, this 2003. __ day of Notary Public, State of Texas Page 3 of 3 SPECIFICATIONS · The areas to be maintained (mowed) are as follows: 1..Medians: A. 2200 blk. College St. B. 19~ SE & Neathery C. 18th SE & Neathery D. 18~h NW & Shiloh E. 24~h S.E, & Clarksville 2. Skate Park and Farmers Market: 300 blk 1,t SW at Sherman 3. Martin Luther Kinq Park: 1300 blk Johnson St. 4. Wade Park: 2400 blk. of E. Price 5. Gateway Park: S. Church & 3rd SE (at Evergreen Cemetery) 6. Cherry St. Cemetery: Between 4th NW & 5Ih NW at Cherry 7. Bywaters Park: 300 blk. South Main 8. Downtown Fountain Plaza: Intersection of Hwy 82 and Hwy 271, downtown Paris 9. Paris Public Library: 326 South Main EXHIBITA. 10. Chism Memorial Park: ~ 1100 blk. of WesiWashington 11. Paris Police and Courts Buildinq: 811 Bonham 12. 10t~' Street Park: 10~* N.E., between Grove and Tudor 13. Cox Field Terminal Area: FM 1508, between 271 South and 82 East 14. Paris Aquatic Facility: 1600 blk. of Clement Road 15. Oak Park: 2600 blk. of Bonham 1. During the growing season, all areas will have maintenance (mowing) performed a minimum of one (1) time per week, or as needed basis determined by the Parks Superintendent. 2. Contractor is responsible for the following: Mow all existing grass or turf on property; weed-eat around all fence lines, trees, tables, pavilions, playground equipment or other applicable structures on property; edge all applicable concrete including curb and sidewalks; remove ali clippings; blow dust, dippings and leaves off hard surface areas; trim applicable hedges and shrubs on property; remove weeds, debris and leaves from any 9pplicable flower beds. 3. The City of Paris will be responsible for fertilizing listed properties and pruning any existing trees. 4. Bidders must have a minimum of two (2) years experience in commercial.grounds maintenance operations. 5. Bidders should include a list of references for whom they have performed grounds maintenance during the past two (2) years. 6. Bidders must have current liability and workman's compensation insurance. 7. Bidders must use the attached bid form. 8. Bidders must currently own or operate landscape company at the time of bid and equlpment capable of performing the work required. 9. Upon bid award, the total annual payment shall be divided by 12 months and paid to the contractor on a monthly basis. 10. Bidders are encouraged to con~act the Superintendent of Parks or the Director of Public Works at 784-9289 for assistance determining property boundaries. 11. The City of Paris reserves the right to reject any or all bids, to waive any informality in bidding, and to award the bid as may be advantageous to the City. PUBLISH: The Paris News May 11 & 18,2003 LEGAL NOTICE The City of Paris will receive sealed bids at the Office of the City Manager, City of Paris, 135 1'~ SE, P.O. Box 9037, Paris, Texas 75461-9037, to furnish and deliveu,' of labor, materials, and equipment, and for performing all work required for grounds maintenance (mowing) on City of Paris parks and facilities. Bids will be received until 3:00 P. M. on Tuesday, May 20, 2003, at which time all bids received will be publicly opened, read aloud, tabulated, and forwarded to the City Manager. All bids will then be referred to the City Council for consideration at its meeting on Monday, June 9, 2003 at 6:00 . :-.- P.M.. All bids must be submitted on CiD' of Paris bid form(s). Information, specifications, and bid forms may be obtained at the Office of the City Manager, City Hall, 135 SE 1*: Street, Paris, Texas, telephone (903) 784-9202. The CiD' of Paris resorb'es the right to reject any or all bids, to waive any informality in bidding, and to award the bid as may be advantageous to the City. Those submitting bids are notified of City exemption from otherwise applicable sales and excise taxes. Delivery time may be a consideration in the awarding of this bid. Mattie Cunmngham City Clerk EXHIBIT. BID FORM TO: HONORABLE MAYOR 'AND MEMBERS OF THE CITY COUNCIL OF THE CITY OF PARIS (Name of Person or Company Bidding) I~e hereby submit the folloWing bid in accordance with the attached specifications for the furnishing of labor, materials and equipment; and for pedorming all work required for grounds maintenance (mowing) on City of Paris parks and facilities: ANNUALLY 2. Skate P~k ~d F~ers M~ket 3. Martin Lurer ~g Park 4. Wade P~k $ 5. Gateway Park $ 6. Cher~ St. Cemetery 7. Bywaters P~k 8. Downtown Fountain Pl~a 10. C~sm Memorial P~k $ 11. Paris Police and Cour~ Building $ 12. 10~ Street Park $ 13. Cox Field Ter~al Area $ Total Bid $ Liabfli~ ~surance ~ effect ~yes ~ no (a~ach copy) Wor~an's Compensation ~ effect ~. yes ~no (a~ach copy) NOTE: All ite~ requested on this form must be completed m order for the b~d to be valid. ~o/ers~Sub~tt~g ~id ' Date PRODUCER THIS CERTIFICATE IS ISSUED AS A MAT~ER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Norment & Landers Insurance HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 115 S. Main ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Paris, TX 75460 COMPANIES AFFORDINQ COVERAGE COMPANY A United Fire Lloyds Glover Lawn Maintenance * S PO BOX 30415 COMPANY Paris, TX 75462 c ; D ~Ov~ i i:::: ii:::, i ?~i:?~??~;i:?~:.:~ii?:ili?~:~:~/~:?~ii~:i:?:i?~i~:?::~::i:~i:~ ~.i:~ii~i ~i i~:~:~:::::~:~: ii ::::::~i:::: ill i iiiilli i :.::?:i::: ~:. ~ ~ ~ ~ ?: :.:~:~:.~ ~:::~ :. ~ ~ ~ ~ ~ :~ THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD iNDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS~AND CONDiTiONS OF SUCH POLICIES; LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAiD-CLAIMS:-- LTR DATE (MM/DD/Y'O DATE (MM/DD/'~ I $ 100 000 A ~- COMMERCIALGENERALUABILI~f Binder 05/16/03 05/16/04 P~OOucm-coMP/oPAaa $ 100000~ I CLAIMS MADE ~'~ OCCUR PERSONAL & ADV INJURY $ 1000000 OWNER'S & CONTRACTORS PROT ~ACH OCCURRENCE S 1*00000 FIRE DAMAGE (Any one fire) $ 10000C MED EXP (Any one person) $ 500C WORKERS COMPENSATION AND I TORY LIMITS I I ER ~:m~ ::.:: L:,.~. :,:. i.L:.. :~.i.:::~. i.::. i.:~:~.:,. ?. ~: ?· :,.:,? :, .:,..¥. ::. ~. City of Paris 10 DAYS WRIT~Efl NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, PO Box 9 0 3 7 BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY Paris, TX 75461 OF A~ KIND ~PON THE COMPANY, ITS AGENTS OR REPRESENTATIVES.