HomeMy WebLinkAboutPR 20212: PURCHASE OF ONE TON CREW CAB FLATBED TRUCK AND 3 3/4 TON PICKUP TRUCKS Cir of -_ `"',.
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: March 27, 2018
To: The Honorable Mayor and City Council
Through: Harvey Robinson, Interim City Manager
From: Armando Gutierrez, Jr., Director of Public Works
RE: P. R. No. 20212
Introduction:
Approval of Proposed Resolution No. 20212 authorizing the purchase of one (1)—one ton
crew cab flatbed truck and three (3)3/4 ton pickup trucks from Silsbee Ford of Silsbee, Texas.
Background:
These purchases are for the replacement of damaged equipment due to flooding caused by
Hurricane Harvey. All were operational prior to the storm and have been totaled by TML. At
this time we are requesting replacement of Unit#1843, a 2011 Ford F450 flatbed truck in the
amount of$34,081.84 listed on Exhibit A,page 3, option 10; Units #1663, 1681, and 1682, all
2008 Ford F250 pickup trucks, each for$22,225.00, listed on Exhibit A,page 3, option 5.
These trucks are to be used in the daily operational functions of the Public Works Streets
Division.
Budget Impact:
Funds are provided in account no. 147-2300-901.92-00, Emergency Management—
Equipment.
Recommendation:
It is recommended that City Council authorize the City Manager to approve P. R. No. 20212 ,
as discussed and/or outline above.
/aw
"Remember,we are here to serve the Citizens of Port Arthur"
P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R.No. 20212
03/27/18 aw
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1)
ONE TON CREW CAB FLATBED TRUCK AND THREE (3) 3/ TON
PICKUP TRUCKS FROM SILSBEE FORD OF SILSBEE, TEXAS
FOR THE PUBLIC WORKS STREETS DIVISION FOR
REPLACEMENT DUE TO HURRICANE HARVEY, FOR A TOTAL
AMOUNT OF $100,756.84. FUNDS ARE AVAILABLE IN 147-2300-
901.92-00 EMERGENCY MANAGEMENT FUND — EQUIPMENT,
PROJECT NO. 082617.
WHEREAS, Hurricane Harvey destroyed the majority of City of Port Arthur's fleet,
including Unit #1843 — one ton flatbed truck, and Units #1663, 1681, and 1682 — all 3 ton
pickup trucks; and,
WHEREAS, the Public Works Streets Division uses these trucks in the daily operations
of streets maintenance throughout the City hauling both material and equipment to job sites; and,
WHEREAS, the Purchasing Division administered a competitive bid process and opened
bids from ten(10) different vendors as delineated in our Purchasing Policy; and,
WHEREAS, Silsbee Ford of Silsbee, Texas, through competitive bid process, provided
the quotes attached as Exhibit"A"; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
THAT, facts and opinions in the preamble are true and correct; and,
THAT, the City Council hereby authorizes the purchase of one (1) — one ton crew cab
flatbed truck in the amount of$34,081.84 (Option 10, Page 3, Exhibit "A"), and three (3) 3 ton
pickup trucks for $22,225.00 each (Option 5, Page 3, Exhibit"A"), for an amount of$66,675.00
totaling $100,756.84; and,
P.R. No. 20212
03/27/18 aw
THAT, funding is available in account no. 147-2300-901.92-00, Emergency
Management Fund—Equipment, Project No. 082617; and,
THAT, funding for this equipment is provided for in the Tropical Storm Equipment
Recovery budget; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes and the City
Council.
READ, ADOPTED, AND APPROVED this the day of , A.D. 2018 at
a meeting of the City of Port Arthur, Texas by the following vote: AYES:
Mayor:
Councilmembers:
NOES:
Derrick Freeman
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVEDVotJ
A TO FORM:
Val Tizeno
City Attorney
APPROVED AS TO AVAILABILITY
APPROVED FOR ADMINISTRATION: OF FUNDS:
LI, -
Harvey Robinson Andr w Vasquez
Interim City Manager Director of Finance
P.R.No. 20212
03/27/18 aw
AiA l ti., (,,JA.v..44,_ -
Armando Gutierrez, Jr. Clift Williams
Director of Public Works Purchasing Manager
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City of Port Arthur, Fleet Maintenance Division
•
Request for Vehicle/Equipment Justification Form — HURRICANE HARVEY
Requested By Department Division or Unit []Budgeted [X]Not Budgeted Date of Request
. Allison Walker Public Works Streets Cost Center or Account Number Date Needed
147-2300-901.92-00 Project#082617 _ ASAP
Classification of Request
[ ] Passenger Vehicle [X] Pickup or Truck [ ] Police Vehicle [ ] Operational Equipment [ ] Other
Will this be a [ ] New addition or a [ ] Replacement
VehicleInfw7nadon
Existing Make Existing Model Year Odometer/Hours
Ford Unit#1843 F450 2011
Damaged By Hurricane Harvey Was the vehicles checked for damages Date if Yes Was it considered totaled
IXJYes [J No /XJYes [J No [JGarage[JTML 3/6/18 IXJYes [J No
Can Unit be repair [I yes Repairs Needed Anticipated Cost of Repairs
IV no
Has TML submitted payment for vehicle Date if Yes Amount
/XJYes 1I Na
14,725
What Type of Vehicle Is this?
Ford F450 flatbed truck
Vehicles that have not checked
Describe,in detail,the primary function for this vehicle/equipment.
This vehicle is used by the Public Works Streets division in the daily operations of streets maintenance
throughout the City. This truck is a flatbed and will haul material and equipment to job site.
Is replacement essential to city operations IX]yes Does the city have comparable units [I yes If yes,number of units
[Jno [J no
Condition of existing units Can the requested service be provided with the Have alternative options been considered
existing units [J yes [Jno [J yes LI no
Are there consequences to not providing the service If yes,what are the not consequences
/XJYes [Jno Failure to be able to properly offer maintenance to city streets.
Cost information:
Cost of Unit What funds in additional to Insurance are available to purchase vehicle?
$34,081.84
City funds
Delivery Time? What is the frequency of use How many employees will use this unit? What is the expected life of unit?
90— 120 days (days/week)? Any of the Streets division staff 7 years
5 to 7 days/week could possibly use this
equipment.
REQUESTING DEPARTMENT APPROVAL(DIRECTOR APPROVAL REQUIRED FOR SIN)
Type or Print Name Title Signatu
Armando Gutierrez Public Works Director . - -
,.».,„;„„ QTY MANAGER APPROVAL
[]Approved []Denied Assignment Date Date Manager Approval
SUBMIT WITH REQUEST FOR VEHICLES THAT ARE REPLACING VEHICLES DAMAGED BY HURRICANE HARVEY.
FORM:HHR Date:2/20/2018
City of Port Arthur, Fleet Maintenance Division
Request for Vehicle/Equipment Justification Form — HURRICANE HARVEY
Requested By Department Division or Unit []Budgeted [X]Not Budgeted Date of Request
• Allison Walker Public Works Streets Cost Center or Account Number Date Needed
147-2300-901.92-00 Project#082617 ASAP
Classification of Request
[ ] Passenger Vehicle [X] Pickup or Truck [ ] Police Vehicle [ ] Operational Equipment [ ] Other
Will this be a [ ] New addition or a [ ] Replacement
Vehicle Information
Existing Make Existing Model Year Odometer/Hours
Ford Unit#1663 F250 2008
Damaged By Hurricane Harvey Was the vehicles checked for damages Date if Yes Was it considered totaled
/XJYes [J No (XJYes [J No [JGarage[JTML 3/6/18 ['Wes[J No
Can Unit be repair [J yes Repairs Needed Anticipated Cost of Repairs
IX]no
Has TML submitted payment for vehicle Date if Yes Amount
/XJYes [JNo $ 7,237
What Type of Vehicle is this?
Ford pickup truck
Vehicles that have not checked
Describe,in detail,the primary function for this vehid%quipment.
This vehicle is used by the Public Works Streets division in the daily operations of streets maintenance
throughout the City.
Is replacement essential to dty operations /XJ yes Does the city have comparable units L7 yes If yes,number of units
[J no [J no
Condition of existing units Can the requested service be provided with the Have alternative options been considered
existing units [J yes [J no [J yes /1 no
Are there consequences to not providing the service If yes, what are the not consequences
IX]yes [Inc Due to lack of equipment,staff has been using personal vehicles to check
on job sites and monitor staff.
Cost information:
Cost of Unit What funds in additional to Insurance are available to purchase vehicle?
$22,225
City funds
Delivery Time? What is the frequency of use How many employees will use this unit? What is the expected life of unit?
90 days (days/week)? Any of the Streets division staff 7 years
5 to 7 days/week could possibly use this
equipment.
REQUESTING DEPARTMENT APPROVAL(DIRECTOR APPROVAL REQUIRED FOR SUV)
Type or Print Name Title Signatur /
Armando Gutierrez Public Works Director
CITY MANAGER APPROVAL
[]Approved []Denied Assignment Date Date Manager Approval
SUBMIT WITH REQUEST FOR VEHICLES THAT ARE REPLACING VEHICLES DAMAGED BY HURRICANE HARVEY
FORM:1-11-IR Date:2/20/2018
• City of Port Arthur, Fleet Maintenance Division
Request for Vehicle/Equipment Justification Form — HURRICANE HARVEY
Requested By Department Division or Unit []Budgeted [X]Not Budgeted Date of Request
Allison Walker Public Works Streets Cost Center or Account Number Date Needed
147-2300-901.92-00 Project#082617 ASAP
Classification of Request
[ ] Passenger Vehicle [X] Pickup or Truck [ ] Police Vehicle [ ] Operational Equipment [ ] Other
Will this be a [ ] New addition or a [] Replacement
Vehicle Information
Existing Make Existing Model ' Year Odometer/Hours
Ford Unit#1682 F250 2008
Damaged By Hurricane Harvey Was the vehicles checked for damages Date if Yes Was it considered totaled
IX]Yes[J No [X]Yes[J No [JGarage[J TML 3/6/18 /XJres [J No
Can Unit be repair [J yes Repairs Needed Anticipated Cost of Repairs
/X]no
Has TML submitted payment for vehicle Date if Yes Amount
LXA'es [J No $ 7,237
What Type of Vehicle Is this?
Ford pickup truck
Vehicles that have not checked
Describe,in detail,the primary function for this vehicle/equipment
This vehicle is used by the Public Works Streets division in the daily operations of streets maintenance
,• throughout the City.
Is replacement essential to city operations /XJ yes Does the city have comparable units []yes If yes,number of units
[]no []no
Condition of existing units Can the requested service be provided with the Have alternative options been considered
existing units [J yes []no [J yes []no
Are there consequences to not providing the service If yes, what are the not consequences
Ix]yes [J no Due to lack of equipment,staff has been using personal vehicles to check
on job sites and monitor staff.
Cost information;
Cost of Unit What funds In additional to Insurance are available to purchase vehicle?
$22,225
City funds
Delivery Time? What is the frequency of use How many employees will use this unit? What is the expected life of unit?
90 days (days/week)? Any of the Streets division staff 7 years
5 to 7 days/week could possibly use this
equipment.
REQUESTING DEPARTMENT APPROVAL(DIRECTOR APPROVAL REQUIRED, R SUV)
Type or Print Name Title S gnat
Armando Gutierrez Public Works Director " i
MANAGER APPROVAL
[]Approved []Denied Assignment Date Date Manager Approval
SUBMIT WITH REQUEST FOR VEHICLES THAT ARE REPLACING VEHICLES DAMAGED BY HURRICANE HARVEY
FORM:HHR Date:2/20/2018
- City of Port Arthur, Fleet Maintenance Division
Request for Vehicle/Equipment Justification Form — HURRICANE HARVEY
,
Requested By Department Division or Unit []Budgeted [X]Not Budgeted Date of Request
Allison Walker Public Works Streets
Cost Center or Account Number Date Needed
147-2300-901.92-00 Project#082617 ASAP
Classification of Request
[ ] Passenger Vehicle [X] Pickup or Truck [ ] Police Vehicle [ ] Operational Equipment [ ] Other
Will this be a [ ] New addition or a [ ] Replacement
Vehicle Information
Existing Make Existing Model Year Odometer/Hours
Ford Unit#1681 F250 2008
Damaged By Hurricane Harvey Was the vehicles checked for damages Date if Yes Was it considered totaled
/XJYes [J No IXJYes [J No [JGarage[JTML 3/6/18 IXJYes [J No
Can Unit be repair [J yes Repairs Needed Anticipated Cost of Repairs
/XJ no
Has TML submitted payment for vehicle Date if Yes Amount
IXJYes [J No $ 7,237
What Type of Vehicle is this?
Ford pickup truck
Vehicles that have not checked
Describe,in detail, the primary function for this vehicle/equipment.
This vehicle is used by the Public Works Streets division in the daily operations of streets maintenance
throughout the City.
Is replacement essential to city operations [X]yes Does the city have comparable units [J yes If yes,number of units
[Jno [Jno
Condition of existing units Can the requested service be provided with the Have alternative options been considered
existing units [J yes [J no [J yes LI no
Are there consequences to not providing the service If yes,what are the not consequences
IX]Yes [Jno Due to lack of equipment,staff has been using personal vehicles to check
on job sites and monitor staff.
Cost information:
Cost of Unit What funds in additional to Insurance are available to purchase vehicle?
$22,225
City funds
Delivery Time? What is the frequency of use How many employees will use this unit? What is the expected life of unit?
90 days (days/week)? Any of the Streets division staff 7 years
5 to 7 days/week could possibly use this
equipment.
• I-. • DEPARTMENT APPROVAL DIRECTOR APPROVAL • • RED -_,.• SW
Type or Print Name Title Signatu —'�
Armando Gutierrez Public Works Director
CITY MANAGER APPROVAL .< 0
[]Approved []Denied Assignment Date Date I Manager Approval
SUBMIT WITH REQUEST FOR VEHICLES THAT ARE REPLACING VEHICLES DAMAGED BY HURRICANE HARVEY.
FORM:HHR Date:2/20/2018